Filling the repository: Difference between revisions

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* This could have been a subsection within the section on [[Implementing a policy]]. But because it's large and still growing, we're making it a section to itself.
* Adopting an OA policy is easier than implementing one, and the hardest part of implementing a "green" or repository-based policy is to insure the deposit of all the work that ought to be deposited. This section covers incentives for authors to deposit their work themselves, as well as other methods, human and machine, for getting their work into the repository. It could be considered a subsection within the section on [[Implementing a policy]]. But because it's so large, we're making it a section to itself.
 
<!-- * ''This section is in transition from an annotated bibliography to a set of specific recommendations. Bear with us as we make these changes.'' -->
* This section covers incentives for authors to deposit their work themselves, as well as other methods, human and machine, for getting their work into the repository.
<!-- * For now, this section is organized alphabetically by method, and alphabetically by author within each method. -->
 
* For now, this section is organized alphabetically by method, and alphabetically by author within each method.


== Advocacy and education ==
== Advocacy and education ==


* ''Example''. Bailey, Steve. 2010. [https://mx2.arl.org/lists/sparc-oaforum/Message/5399.html JISC infoNet announce the release of new resources relating to Research Information Management.] SPARC-OAForum Message 5399.
* An institution can reach out to its community to educate researchers on the benefits of OA, the benefits of deposit in the repository, and the mechanics of the deposit process. The idea is to explain the policy, generate interest, alleviate concerns, answer objections, and remove impediments to deposit
**Bailey introduces JISC's [http://www.jiscinfonet.ac.uk/research Research Information Management infoKit] and [http://www.jiscinfonet.ac.uk/infokits/repositories Digital Repository infoKit], the latter of which provides "a practical 'how to' guide to setting up and running digital repositories." A section within the "Management Framework


== Automated deposit tools ==
== Automated deposit tools ==


# [http://bibapp.org/ BibApp]
* Institutions can use automated deposit tools to increase the ease of participation in repository deposit. These tools help to streamline, automate, or standardize the deposit process to encourage participation. Examples follow.
#* ''Example''. Fenner, Martin. 2010. [http://blogs.plos.org/mfenner/2010/10/26/self-motivated-vs-mandated-archiving/ Self-motivated vs. mandated archiving.] PLoS Blogs: Gobbledygook.
#** Fenner's list of motivators for self-deposit, from his perspective as an active researcher at [http://www.mh-hannover.de/index.php?&L=1 Hannover Medical School], includes tools such as BibApp, which "showcases the scholarly work done by a particular researcher, research group, department or institution."
#* ''Example''. Hanlon, Ann, and Marisa Ramirez. 2011. [http://muse.jhu.edu/login?auth=0&type=summary&url=/journals/portal_libraries_and_the_academy/v011/11.2.hanlon.html Asking for Permission: A Survey of Copyright Workflows for Institutional Repositories.] portal: Libraries and the Academy 11(2): 683-702. [Note: This is a toll access article.]
#** In their 2009 survey of OpenDOAR-registered institutional repositories that studied copyright clearance activities, Hanlon and Ramirez note BibApp as an example of a tool that can be used to "formaliz[e] permissions workflows." That BibApp "automatically checks citations for deposit policy in SHERPA/RoMEO" reduces the individual effort of authors and library staff in copyright clearance associated with deposit.
#* ''Example''. Salo, Dorothea. 2010. [https://mx2.arl.org/lists/sparc-oaforum/Message/5518.html Press release: BibApp 1.0 released.] SPARC-OAForum Message 5518.
#** "BibApp allows researchers and research groups to promote research, find collaborators on campus, and make research more accessible. It also allows libraries to better understand research happening in local departments, facilitate conversations about author rights with researchers, and ease the population of the institutional repository. Finally, BibApp allows campus administrators to achieve a clearer picture of collaboration and scholarly publishing trends on campus." BibApp software also "push[es]" articles into the institutional repository.
#* ''Example''. University of Illinois at Urbana-Champaign, and University of Wisconsin-Madison. 2010. [http://bibapp.org/2010/07/01/bibapp-10-released/ BibApp 1.0 released.] BibApp News.
#** [http://bibapp.org/ BibApp], from the [http://illinois.edu/ University of Illinois Urbana-Champaign] and the [http://www.wisc.edu/ University of Wisconsin-Madison] acts as a "gateway," which "matches researchers on your campus or research center with their publication data and mines that data to see collaborations, create visualizations of areas of research, and find experts in research areas." It works with "DSpace, EPrints, or Fedora," pushing publications into the institution's repository; [http://bibapp.org/features/ features] are detailed.
# [http://www.eprints.org/depositmo/ DepositMO]
#* ''Example''. Gramstadt, Marie-Therese. 2012. [http://www.ariadne.ac.uk/issue68/gramstadt Kultivating Kultur: Increasing arts research deposit.] Ariadne 68.
#** Gramstadt explores "current arts research repository landscape in the UK" following the initial Kultur efforts. She mentions that in 2011, DepositMO was introduced at a "JISC Programme meeting" as a way to upload images to streamline the deposit process.
#* ''Example''. JISC, 2010. [http://blogs.ecs.soton.ac.uk/depositmo/ Modus Operandi for Repository Deposits.]
#** Modus Operandi is a tool that offers authors a way to deposit "in-progress and completed works directly from authoring and content management applications." It works with DSpace and EPrints to create a "workflow connecting the user’s computer desktop, especially popular apps such as MS Office and Windows Explorer."
# [http://www.jisc.ac.uk/whatwedo/programmes/inf11/jiscdepo/dura.aspx# Direct User Repository Access (DURA)]
#* ''Example''. Symplectic. 2012. [http://www.symplectic.co.uk/news-events/2012/05/16/dura-project-with-mendeley-and-caret/ DURA Project with Mendeley and Caret.] News.
#** The [http://www.jisc.ac.uk/whatwedo/programmes/inf11/jiscdepo/dura.aspx DURA Project] is a joint effort on the part of the [http://www.caret.cam.ac.uk/page/home Centre for Applied Research in Education Technologies] at the [http://www.cam.ac.uk/ University of Cambridge], [http://www.symplectic.co.uk/ Symplectic], and [http://www.mendeley.com/ Mendeley] that is funded by [http://www.jisc.ac.uk/ JISC] and aims to "embed institutional deposit into the academic workflow of the researcher at almost no cost to the researcher." The proprietary "upcoming Mendeley module" that resulted from their efforts works with Symplectic's [http://www.symplectic.co.uk/product-tour.html Elements] software to allow researchers to "synchronise their personal Mendeley profiles with their Elements account at their institution; and most importantly, take advantage of the rich file sharing capabilities of Mendeley."
# [http://easydeposit.swordapp.org/ EasyDeposit]
#* ''Example''. Lewis, Stuart. 2010. [http://blog.stuartlewis.com/2010/05/29/deposit-to-multiple-repositories/ Deposit to multiple repositories.] Stuart Lewis' Blog.
#** As a follow-on to the 2009 development of [http://easydeposit.swordapp.org/ EasyDeposit], multiple-repository-deposit functionality has been added to this script. By ensuring that authors can deposit their work to several repositories with a single entry point, for example, "an institutional repository and a funder’s repository, and also perhaps a subject-based repository," then the likelihood of authors being comprehensive with their deposits is increased.
#* ''Example''. Lewis, Stuart. 2009. [http://blog.stuartlewis.com/2010/02/03/easydeposit-sword-deposit-tool-creator/ EasyDeposit – SWORD deposit tool creator.] Stuart Lewis' Blog.
#** [https://github.com/stuartlewis/EasyDeposit/wiki/ EasyDeposit] is introduced as  "a toolkit for easily creating SWORD deposit web interfaces using PHP"; it was born out of  a need to have "a generic SWORD deposit interface toolkit that allowed new deposit systems to be easily created." Two examples that were the impetus for EasyDeposit's development (from the [http://www.library.auckland.ac.nz/ University of Auckland Library]) are given: Ph.D. candidates' thesis deposit and the archiving of a technical report series. The creation of such a workaround helps to make deposits easier for projects/constituents with specific, singular needs.
# [http://www.openarchives.org/OAI/openarchivesprotocol.html Open Archives Initiative's Protocol for Metadata Harvesting (OAI-PMH)]
#* ''Example''. Lewis, Stuart. 2011. [http://www.ibm.com/developerworks/industry/library/ind-edustand3/index.html Technical standards in education, Part 3: Open repositories for scholarly communication.] IBM developerWorks.
#** Lewis provides the history and foundations of institutional repositories and then introduces the importance of standards to repository interoperability to enable the "harvesting, searching, depositing, authentication, and describing [of] contents".  Lewis then explains that "OAI-PMH allows search providers to harvest the raw structured metadata from repositories. This can yield more powerful search mechanisms as data is harvested in specific fields such as title, creator, abstract, and keywords."
# [http://edina.ac.uk/projects/oa-rj/index.html Open Access Repository Junction (OA-RJ)]
#* ''Example''. EDINA, 2010. [http://edina.ac.uk/projects/oa-rj/api.html OA-RJ API.] Open Access Repository Junction.
#** [http://edina.ac.uk/ EDINA] has created an API for the [http://edina.ac.uk/projects/oa-rj/ Open Access Repository Junction] that will "redirect and deposit...research outputs into multiple repositories."
#* ''Example''. JISC, 2010. [http://oarepojunction.wordpress.com/2010/04/01/whats-in-a-name/ What’s in a name?] OA-RJ Project Blog.
#** [http://edina.ac.uk/projects/oa-rj/ Open Access Repository Junction], funded by [http://www.jisc.ac.uk/ JISC], is a two-part tool. The first part identifies a depositable work (by location and metadata) and then offers a "list of possible targets to the client, and leaves the deposit process to the client". The second part deposits the works to relevant repositories. The [http://edina.ac.uk/projects/oa-rj/index.html project webpage] indicates the aim is to "help assist the principal investigator to deposit in all the appropriate locations, and also make the whole deposit process as simple as possible."
# [http://opendepot.org/ Open Depot]
#* ''Example''. JISC, 2010. [http://inf11briefingoct2010.jiscpress.org/repositories-take-up-and-embedding/ Repositories: Take-up and embedding.] Briefing paper for eResearch & IE call - 10/2010.
#** This [http://www.jisc.ac.uk/ JISC] work is "intended to support bidders drafting proposals against the October 2010 JISC Grant Funding Call 15/10 for Infrastructure for Education and Research." Tools that had been in development are discussed, including [http://edina.ac.uk/projects/depot_summary.html "The Depot"]. The Depot was "one of the key projects of the JISC RepositoryNet...[that] provide[d] the UK academic community with an online deposit facility for eprints during the interim period while Institutional Repositories (IRs) were being set up." The tool proved useful to the UK community, so [http://edina.ac.uk/ EDINA], one of the project developers, repurposed the tool for international use, and Open Depot was born.
#[http://edina.ac.uk/projects/ORI_summary.html Organisation and Repository Identification (ORI)]
#* ''Example''. Dorward,  Andrew David, Peter Burnhill, and Terry Sloan. 2012. [http://or2012.ed.ac.uk/2012/07/10/p1b-shared-repository-services-and-infrastructure-liveblog/ The development of a socio-technical infrastructure to support open access publishing though institutional repositories.] P1B: Shared Repository Services and Infrastructure LiveBlog, OR 2012: The 7th International Conference on Open Repositories: July 9-13, 2012, Edinburgh, United Kingdom.
#** In their introduction of [http://www.repositorynet.ac.uk/blog/ UK RepositoryNet+], an infrastructure that "will offer service support, helpdesk and technical support, and a service directory catalogue for anyone hoping to switch to [green] open access", Dorward et al. note that "[d]eposit tools" tools are in place currently. One of these tools is ORI, which will be "a standalone middleware tool for identifying academic organisations and associated repositories"; more information is available at the project [http://edina.ac.uk/projects/ORI_summary.html website].
# [http://puma.uni-kassel.de/ PUMA]
#* ''Example''. Stumme, Gerd. 2009. [http://blog.bibsonomy.org/2009/08/puma-project-on-academic-publication.html PUMA - Project on Academic Publication Management started on August 1st.] BibSonomy Blog.
#** [http://puma.uni-kassel.de/ PUMA] aims to integrate deposit into an author's workflow and make explicit the benefits of deposit as follows:  "the upload of a publication results automatically in an update of both the personal and institutional homepage, the creation of an entry in [http://www.bibsonomy.org/ BibSonomy], an entry in the academic reporting system of the university, and its publication in the institutional repository." This output is in addition to PUMA's effort to "provide a publication management platform" to authors.
# [http://jiscreposit.blogspot.com/2010/07/introducing-reposit.html RePosit]
#* ''Example''. JISC, 2010a. [http://jiscreposit.blogspot.com/ RePosit: Positing a new kind of repository deposit.] RePosit Project blog.
#** The [http://www.jisc.ac.uk/ JISC] led project, RePosit, "seeks to increase uptake of a web-based repository deposit tool embedded in a researcher-facing publications management system." The project's blog details the work of the group members, "[http://www.leeds.ac.uk/ University of Leeds (Chair)], [http://www.keele.ac.uk/ Keele University], [http://www.qmul.ac.uk/ Queen Mary University of London], [http://www.exeter.ac.uk/ University of Exeter] and [http://www.plymouth.ac.uk/ University of Plymouth], with [http://www.symplectic.co.uk/ Symplectic Ltd]."
#* ''Example''. JISC, 2010b. [http://jiscreposit.blogspot.com/2010/08/literature-review-ctrep-cambridge-tetra.html Literature review: CTREP Cambridge TETRA Repositories Enhancement Project.] RePosit Project blog.
#** This [http://www.cam.ac.uk/ University of Cambridge] and [http://www.uhi.ac.uk/ University of Highlands and Islands] project aimed to increase deposits to, satisfaction in, and "institutionalisation" of the institutional repository with "a technical integration tool which connected the Virtual Research Environment (VRE) to the IR." The tool was successfully developed and implemented, and deposits since have increased: "The number of IR communities has doubled and the number of collections has tripled."
#[http://edina.ac.uk/projects/RJB_summary.html Repository Junction (RJ) Broker]
#* ''Example''. Dorward,  Andrew David, Peter Burnhill, and Terry Sloan. 2012. [http://or2012.ed.ac.uk/2012/07/10/p1b-shared-repository-services-and-infrastructure-liveblog/ The development of a socio-technical infrastructure to support open access publishing though institutional repositories.] P1B: Shared Repository Services and Infrastructure LiveBlog, OR 2012: The 7th International Conference on Open Repositories: July 9-13, 2012, Edinburgh, United Kingdom.
#** In their introduction of [http://www.repositorynet.ac.uk/blog/ UK RepositoryNet+], an infrastructure that "will offer service support, helpdesk and technical support, and a service directory catalogue for anyone hoping to switch to [green] open access", Dorward et al. note that "[d]eposit tools" tools are in place currently. One of these tools is RJ Broker, which will be "a standalone middleware tool for handling the deposit of research articles from a provider to multiple repositories"; more information is available at the project [http://edina.ac.uk/projects/RJB_summary.html website].
# [http://swordapp.org/ Simple Web-service Offering Repository Deposit (SWORD)] (find an [http://cottagelabs.com/intro-to-sword-2/ introductory video] on SWORD 2.0 from [http://cottagelabs.com/ Cottage Labs])
#* ''Example''. BioMed Central. 2010. [https://mx2.arl.org/lists/sparc-oaforum/Message/5456.html BioMed Central partners with Massachusetts Institute of Technology Libraries to deposit open access articles automatically using SWORD protocol.] SPARC-OAForum Message 5456.
#** [http://www.biomedcentral.com/ BioMed Central] briefly describes its partnership with [http://web.mit.edu/ MIT's] "to set up an automatic feed of MIT articles...The SWORD protocol allows the institutional repository to receive newly published articles from any of BioMed Central's 200+ journals as soon as they are published, without the need for any effort on the part of the author and streamlining the deposit process for the repository administrator."
#* ''Example''. COAR. 2012. [http://www.coar-repositories.org/working-groups/repository-content/preliminary-report-sustainable-best-practices-for-populating-repositories/7-direct-deposit-by-publisher/ Direct deposit by publisher.] Preliminary report – Sustainable best practices for populating repositories, COAR.
#** The [http://www.coar-repositories.org/ Confederation of Open Access Repositories (COAR)] has released a preliminary report on their efforts "to collect and disseminate sustainable, replicable best practices related to populating repositories." SWORD is identified in this report as a "deposit mechanism [that] offers a unified ingestion service and guarantees a robust transfer of manuscripts." Included in this discussion are [http://www.peerproject.eu/ PEER]-created [http://www.peerproject.eu/fileadmin/media/reports/D3_1_Guidelines_v8.3_20090528.Final.pdf guidelines] on "deposit, assisted deposit and self‐archiving" facilitated by SWORD.
#* ''Example''. Duranceau, Ellen Finnie, and Richard Rodgers. 2010. [http://uksg.metapress.com/content/l437x1631052407r/ Automated IR deposit via the SWORD protocol: An MIT/BioMed Central experiment.] Serials: The Journal for the Serials Community 23(3): 212-214.
#** Duranceau and Rodgers, of [http://web.mit.edu/ MIT], discuss the implementation the Institute's partnership with [http://www.biomedcentral.com/ BioMed Central] to harvest "the final published version" of researcher works as a means "of efficiently and automatically populating a repository." The SWORD protocol was used to push the works from BioMed Central to MIT's repository; this efficiency "make[s] it easier for our faculty to make their work openly available."
#* ''Example''. Jones, Richard. 2010. [http://sword2depositlifecycle.jiscpress.org/ SWORD v2.0: Deposit lifecycle.] JISC.
#** A project funded by [http://www.ukoln.ac.uk/ UKOLN], SWORD aims to "push the standard towards supporting full repository deposit lifecycles...[which] will enable the repository to be integrated into a broader range of systems in the scholarly environment, by supporting an increased range of behaviours and use cases." SWORD  v2.0 offers increased flexibility and interoperability that works with "DSpace, EPrints and Fedora, arXiv and a number of commercial systems"; additionally, there "is a Facebook deposit application, [and] Microsoft [has] developed an add on to Word which will deposit your documents into your archive, and likewise the Open Journal System".
#* ''Example''. Lewis, Stuart. 2009. [http://blog.stuartlewis.com/2010/09/18/the-sword-course-videos-now-online/ The SWORD course videos now online.] Stuart Lewis' Blog.
#** Videos from "The SWORD Course" introducing SWORD, highlighting use cases, enumerating clients, and offering a toolkit for users are posted.
#* ''Example''. Lewis, Stuart. 2011a. [http://www.ibm.com/developerworks/industry/library/ind-edustand3/index.html Technical standards in education, Part 3: Open repositories for scholarly communication.] IBM developerWorks.
#** Lewis provides the history and foundations of institutional repositories and then introduces the importance of standards to repository interoperability to enable the "harvesting, searching, depositing, authentication, and describing [of] contents". He mentions that SWORD is the "standardized way to perform deposits of resources into repositories," which works as the converse action to OAI-PMH.
#* ''Example''. Lewis, Stuart. 2011b. [http://www.ibm.com/developerworks/industry/library/ind-edustand4/index.html Technical standards in education, Part 4: Interoperable resource deposit using SWORD.] IBM developerWorks.
#** As a follow-on to his above-mentioned part 3, Lewis "describes the SWORD protocol, why it was developed, possible use cases, and an overview of how it works." The included SWORD uses are as an "[i]ntegrated desktop client," "[m]ultiple deposit tool," "[a]utomated data deposit by laboratory equipment," "[r]epository to repository deposit," and [p]ublisher to repository deposit."
#* ''Example''. Lewis, Stuart, Pablo de Castro, and Richard Jones. 2012. [http://www.dlib.org/dlib/january12/lewis/01lewis.html SWORD: Facilitating deposit scenarios.] D-Lib Magazine 18(1/2): doi:10.1045/january2012-lewis.
#** This article illustrates the flexibility of the SWORD protocol, which enables deposit to repositories from publishers, the researcher's desktop, and more, and "describes the different use cases, how they fit into the scholarly lifecycle, and how SWORD facilitates them."  The cases studies that are provided include links "to show real-life examples of the use cases in action."
#* ''Example''. Russell, Rosemary, and Michael Day. 2010. [http://www.tandfonline.com/doi/abs/10.1080/13614533.2010.509996 Institutional repository interaction with research users: A review of current practice.] New Review of Academic Librarianship 16(Supplement1): 116-131.
#** In their literature review, Russell and Day stress the importance of engaging with one's local research community before launching a repository, so that services best mirror researcher needs at the outset. While discussing the importance of making deposit easy, they mention SWORD as a "protocol" that is in use today to "support the bulk transfer of content into repositories."
#* ''Example''. Schwander, Thorsten, and Simeon Warner. 2011. [https://conferences.tdl.org/or/OR2011/OR2011main/paper/viewFile/403/97 SWORD in, SWORD out: A stab at arXiv as workflow component.] In Open Repositories 2011: June 6-11, 2011, Austin, TX.
#**Schwander and Warner present SWORD's application in [http://arxiv.org/ arXiv] deposits, which includes "ingest from various sources" and "deposit to [http://dataconservancy.org/ Data Conservancy]". Because arXiv was an "early adopter" of SWORD, it has "> 5000 accepted submissions" from the protocol.
 
== Copyright/author rights support ==
 
* ''Example''. COAR. 2012. [http://www.coar-repositories.org/working-groups/repository-content/preliminary-report-sustainable-best-practices-for-populating-repositories/3-rights-checking-and-submission-services/ Rights checking and submission services.] Preliminary report – Sustainable best practices for populating repositories, COAR.
** The [http://www.coar-repositories.org/ Confederation of Open Access Repositories (COAR)] has released a preliminary report on their efforts "to collect and disseminate sustainable, replicable best practices related to populating repositories." Included in these initial results are examples from five institutions, including [http://www.griffith.edu.au/ Griffith University], of efforts to make deposit easier for authors. Most of the listed institutions offer support in clearing copyright concerns, the form of which ranges from advising authors to contacting publishers to secure clearance.
 
* ''Example''. Ferreira, Miguel, Eloy Rodrigues, Ana Alice Baptista, and Ricardo Saraiva. 2008. [http://www.dlib.org/dlib/january08/ferreira/01ferreira.html Carrots and sticks: Some ideas on how to create a successful institutional repository.] D-Lib Magazine 14(1/2).
** Following an initial implementation plan with the release of the [http://www.uminho.pt/ University of Minho's] institutional repository, the university established a four-tiered program to increase "the levels of adoption of the repository," which Ferreira et al. describe. As another of the tiers, the university created "value-added services for both authors and readers," which included "help pages and user guides...to aid authors with the decision of whether or not they could publish their materials in Open Access IRs without infringing any previous copyright releases they may have already signed."
 
* ''Example''. Giannoulakis, Stamatios, Petros Artemi, and Alexia Dini Kounoudes. 2012. [http://www.slideshare.net/LibraryCUT/scholar-publications-and-open-access-policies-the-ktisis-case Scholar publications and open access policies: The Ktisis case.] In 13th International Conference of International Society for the Study of European Ideas: July 2-6, 2012, Nicosia, Cyprus.
** A survey was conducted by Giannoulakis et al., aimed at revamping the [http://www.cut.ac.cy/ Cyprus University of Technology's] institutional repository policies. In addition to revealing that 71% of the university researchers do not deposit work in the repository because the "community prefer[s] to publish in commercial publisher journals," the survey respondents indicated that they currently do not "negotiate the terms and conditions with the publishers" and "89% would like the university to develop an author addendum policy." As a result, forthcoming efforts will be made by the library to "[d]evelop [an] author addendum policy."
 
* ''Example''. Gramstadt, Marie-Therese. 2012. [http://www.ariadne.ac.uk/issue68/gramstadt Kultivating Kultur: Increasing arts research deposit.] Ariadne 68.
** Gramstadt explores "current arts research repository landscape in the UK" following the initial Kultur efforts. Copyright remains a concern for artists, and [http://community.ucreative.ac.uk/index.cfm?articleid=20661 Visual Arts Data Service (VADS)] has "produced [http://www.research.ucreative.ac.uk/copyright.html guidelines and scenarios]...to ‘allay fears, misconceptions and ignorance in respect of copyright and IPR’" with the aim to increase deposit through copyright education and support.  
 
* ''Example''. Hanlon, Ann, and Marisa Ramirez. 2011. [http://muse.jhu.edu/login?auth=0&type=summary&url=/journals/portal_libraries_and_the_academy/v011/11.2.hanlon.html Asking for Permission: A Survey of Copyright Workflows for Institutional Repositories.] portal: Libraries and the Academy 11(2): 683-702. [Note: This is a toll access article.]
** Hanlon and Ramirez's 2009 survey of OpenDOAR-registered institutional repositories revealed that, of the responding institutions, "librarians and library staff were the parties most likely to engage in copyright clearance activities for IRs." These activities include "contact[ing] publishers for permission to deposit" and "record[ing] publisher policies." While there are "many common copyright clearance practices" among institutions, the workflows are often informal and created locally, and Hanlon and Ramirez suggest "developing IR copyright clearance 'best practices'."
 
*''Example''. Kim, Jihyun. 2010. [http://onlinelibrary.wiley.com/doi/10.1002/asi.21336/abstract Faculty self-archiving: Motivations and barriers.] Journal of the American Society for Information Science and Technology 61(9): 1909–1922. [Note: This is a toll access article, requiring subscription.]
** Kim surveyed and interviewed 684 faculty members from 17 Carnegie institutions that use DSpace for their institutional repository, and found seven factors to be "significantly related" to deposit behavior: "copyright concerns, additional time and effort, and age...academic reward, altruism, self-archiving culture, and technical skills." She suggests that "confusion over copyright issues can be addressed by providing services for copyright management." By offering copyright support, the "legal ramifications of self-archiving their publications" would be clarified.
 
* ''Example''. Knight, Anne. 2012. [http://www.jisc-collections.ac.uk/UKSGFiles/272/UKSGeNews272.pdf UKSG open access – An introduction.] UKSG eNews, Issue 272, 8 June 2012.
** Knight covers the diverse discussions from [http://www.uksg.org/ UKSG's] 2012 open access event, including the presentation by Wendy White on the [http://www.southampton.ac.uk/ University of Southampton's] initiatives that aim to encourage deposit. Included in these efforts is the library's "guidance on copyright" that they offer to researchers.
 
* ''Example''. LSHTM Research Online, 2012. [http://lshtmresearchonline.blogspot.com/2012/05/how-and-why-lshtm-research-online-works.html?m=1 How (and why) LSHTM Research Online works and why we need you!.] LSHTM Research Online blog.
** The [http://www.lshtm.ac.uk/ London School of Hygiene & Tropical Medicine (LSHTM)] [http://researchonline.lshtm.ac.uk/ Research Online] blog post, asking researchers to help identify their published works that currently do not appear in the repository, describes the process by which authors can identify the missing full-text works and then submit them for review: "our team who are experienced in navigating open access publisher policies...will check all rights on your behalf and advise you as to what we can make freely available."
 
* ''Example''. Mark, Timothy, and Kathleen Shearer. 2006. [http://ifla.queenslibrary.org/IV/ifla72/papers/155-Mark_Shearer-en.pdf Institutional repositories: A review of content recruitment strategies.] In IFLA 2006: August 20-24, 2006, Seoul, Korea.
** Mark and Shearer provide an "an international review of  content recruitment strategies for populating Institutional Repositories," and one of the methods they explore is copyright support. Mark and Shearer explain that copyright agreements can be difficult to navigate and cite [http://www.cornell.edu/ Cornell University] as an institution that offers researcher assistance in "checking copyright  permissions,  negotiating with publishers, [and] requesting final manuscript versions from faculty."
 
* ''Example''. Markey, Karen, Soo Young Rieh, Beth St. Jean, Elizabeth Yakel, and Xingxing Yao. 2009. [http://smartech.gatech.edu/bitstream/handle/1853/28419/118-449-1-PB.pdf Secrets of success: Identifying success factors in institutional repositories.] In 4th International Conference on Open Repositories: May 18-21, 2009, Atlanta, GA. Atlanta: Georgia Institute of Technology.
** In their discussion of measures of "success" of institutional repositories, Markey et al. indicate "Content recruitment is key because it literally is the core of the IR." The five institutions that were studied ([http://illinois.edu/ University of Illinois], [http://www.umass.edu/ University of Massachusetts], [http://www.umich.edu/ University of Michigan], [http://www1.umn.edu/twincities/index.html University of Minnesota], and [http://www.osu.edu/ Ohio State University]) have varied "successful strategies" of securing content, one of which included "negotiating with publishers to include faculty content."
 
* ''Example''. Nixon, William J. 2012. [http://www.rsp.ac.uk/documents/get-uploaded-file/?file=Nixon_JISCRTE_Feb2012.ppt E3: The Enlighten embedding experience.] In How embedded and integrated is your repository? February 10, 2012, Nottingham, UK, JISCrte.
** Nixon discusses the [http://www.gla.ac.uk/ University of Glasgow's] efforts to embed their repository "into the fabric of the institution" over time. Included in these efforts is the library's role in "[c]larifying and assisting researchers with © status of their publications; liaising with publishers."
 
* ''Example''. Wirth, Andrea. 2010. [http://connect.ala.org/files/25884/andrea_wirth_oapolicynotes062710_pdf_18762.pdf Oregon State University Libraries’ policy.] In ALA Annual Meeting: ALCTS Scholarly Communications Interest Group, July 27, 2010, Washington, DC.
** In her discussion of the creation of and support for the [http://oregonstate.edu/ Oregon State University's] Library faculty OA policy, and related OSU faculty policies, Wirth notes some challenges that were addressed. A particularly fruitful partnership has been with the "OSU Advancement News and Communication" office; by ensuring that the works profiled by the News and Communication group have been deposited in the repository, then a wider readership for the faculty member is secured. Wirth indicates that faculty "are reviewing their licenses and are becoming aware of the fact that through their research might be highlighted by OSU news (an honor in and of itself) the news staff have been unable to share the articles with other news outlets that pick up the stories." The copyright support the library provides ensures that "the appropriate research article [is] deposited."
 
== Customization/value-added tools ==
 
* ''Example''. COAR. 2012. [http://www.coar-repositories.org/working-groups/repository-content/preliminary-report-sustainable-best-practices-for-populating-repositories/4-automated-downloading-of-citation-data/ Automated downloading of citation data.] Preliminary report – Sustainable best practices for populating repositories, COAR.
** The [http://www.coar-repositories.org/ Confederation of Open Access Repositories (COAR)] has released a preliminary report on their efforts "to collect and disseminate sustainable, replicable best practices related to populating repositories." A grant-funded project aimed at "batch loading scholarly article citations" as a way "to efficiently load large numbers of faculty citations...as a means of growing the IR" was undertaken at [http://drc.ohiolink.edu/ Ohio Digital Resource Commons]. Documentation of the project is available [https://sites.google.com/a/ohiolink.edu/drmc/documentation/batch-submission-from-refworks here].
 
* ''Example''. Fenner, Martin. 2010. [http://blogs.plos.org/mfenner/2010/10/26/self-motivated-vs-mandated-archiving/ Self-motivated vs. mandated archiving.] PLoS Blogs: Gobbledygook.
** Fenner's list of motivators for self-deposit, from his perspective as an active researcher at [http://www.mh-hannover.de/index.php?&L=1 Hannover Medical School], includes institutional repositories hosting "primary research data" and integrating the repository content with journal submission. An example of such a tool that Fenner mentions is [https://www.escidoc.org/ eSciDoc], which "include[s] storing, manipulating, enriching, disseminating, and publishing not only of the final results of the research process, but of all intermediate steps as well."
 
* ''Example''. Ferreira, Miguel, Eloy Rodrigues, Ana Alice Baptista, and Ricardo Saraiva. 2008. [http://www.dlib.org/dlib/january08/ferreira/01ferreira.html Carrots and sticks: Some ideas on how to create a successful institutional repository.] D-Lib Magazine 14(1/2).
** Following an initial implementation plan with the release of the [http://www.uminho.pt/ University of Minho's] institutional repository, the university established a four-tiered program to increase "the levels of adoption of the repository," which Ferreira et al. describe. As another of the tiers, the university "has been actively involved in the development of add-ons" for DSpace to improve its functionality. Examples of these add-ons are those that enable the sharing of statistics, "request[ing] a copy," a controlled vocabulary, commenting, and recommending.
 
* ''Example''. Gramstadt, Marie-Therese. 2012. [http://www.ariadne.ac.uk/issue68/gramstadt Kultivating Kultur: Increasing arts research deposit.] Ariadne 68.
** Gramstadt explores "current arts research repository landscape in the UK" following the initial Kultur efforts. The project's "demonstrator service," ARTSUK (only available to participating institutions), is a "test site for both the Kultur enhancements, and the new proposed Kultivate technical features." While technical bugs still need to be worked out, the service aims to "to address the levels of complexity that occur through relationships and workflows of artistic research"


* ''Example''. Murray-Rust, Peter. 2011. [http://blogs.ch.cam.ac.uk/pmr/2011/08/19/criteria-for-successful-repositories/?utm_source=feedburner&utm_medium=feed&utm_campaign=Feed%3A+PetermrsBlog+(petermr's+blog) Criteria for successful repositories.] Petermr's blog: A Scientist and the web.
# [http://bibapp.org/ BibApp] "matches researchers on your campus with their publication data and mines that data to see collaborations and to find experts in research areas." Find the press release announcing BibApp [http://bibapp.org/2010/07/01/bibapp-10-released/ here]. Instances of BibApp may be found at the [https://www.ideals.illinois.edu/ University of Illinois at Urbana-Champaign], [http://bibapp.mbl.edu/ Marine Biological Library Woods Hole Oceanographic Institution Library], and [http://experts.kumc.edu/ University of Kansas Medical Center].
** Murray-Rust offers a list of 20 "principles for success." Included in the list are the suggestion to "innovate in searching and displaying the contents of the repository" and "Build for evolution, not stasis." Examples are not given.
#* [http://www.mh-hannover.de/index.php?&L=1 Hannover Medical School] uses tools such as BibApp, which "showcases the scholarly work done by a particular researcher, research group, department or institution" to motivate researchers to self-deposit. See details [http://blogs.plos.org/mfenner/2010/10/26/self-motivated-vs-mandated-archiving/ here].
#* In a 2009 survey of [http://www.opendoar.org/ OpenDOAR]-registered institutional repositories that studied copyright clearance activities, BibApp is noted as a tool that can be used to "formaliz[e] permissions workflows." That BibApp "automatically checks citations for deposit policy in SHERPA/RoMEO" reduces the individual effort of authors and library staff in copyright clearance associated with deposit. See details [http://muse.jhu.edu/login?auth=0&type=summary&url=/journals/portal_libraries_and_the_academy/v011/11.2.hanlon.html here].
# [http://www.eprints.org/depositmo/ DepositMO] "seeks to embed a culture of repository deposit into the everyday work of researchers. The project extended the capabilities of repositories to exploit the familiar desktop and authoring environments of its users, specifically, to deposit content directly from Microsoft Word and Windows Explorer." See details [http://blogs.ecs.soton.ac.uk/depositmo/ here] and [http://webarchive.nationalarchives.gov.uk/20140702233839/http://www.jisc.ac.uk/whatwedo/programmes/inf11/jiscdepo/depositmo.aspx here].
#* DepositMO was introduced at a "JISC Programme meeting" as a way to upload images to streamline the deposit process. See details [http://www.ariadne.ac.uk/issue68/gramstadt here].
# [http://blog.soton.ac.uk/depositmo/ DepositMOre] is “working with selected repository partners to build and apply new discovery and deposit tools and to show statistically MOre deposits in these repositories,” resulting from use of DepositMO tools.
# [http://www.jisc.ac.uk/whatwedo/programmes/inf11/jiscdepo.aspx Deposit Strand] aims "make it easier to deposit into repositories. The projects will identify and implement good practice and technical solutions that can be shared with other institutions, ultimately leading to better populated open access repositories with increased benefit to the researcher, the sector and the economy." See additional details of the deposit tools [http://scholarship20.blogspot.com/2012/11/deposit-strand.html here].
# [http://www.jisc.ac.uk/whatwedo/programmes/inf11/jiscdepo/dura.aspx# Direct User Repository Access (DURA)] aims to "embed institutional deposit into the academic workflow of the researcher at almost no cost to the researcher." The proprietary [http://www.symplectic.co.uk/news-events/2012/05/16/dura-project-with-mendeley-and-caret/ "upcoming Mendeley module"] that resulted from the JISC-funded project's efforts works with Symplectic's [http://symplectic.co.uk/products/elements/ Elements] software to allow researchers to "synchronise their personal Mendeley profiles with their Elements account at their institution; and most importantly, take advantage of the rich file sharing capabilities of Mendeley." See details [http://www.jisc.ac.uk/whatwedo/programmes/inf11/jiscdepo/dura.aspx here].
# [http://easydeposit.swordapp.org/ EasyDeposit] is an "open source [http://swordapp.org/ SWORD] client creation toolkit. With EasyDeposit you can create customised SWORD deposit web interfaces from within your browser. You can choose the steps which the user is presented with, change their order, [and] edit the look and feel of the site so that it matches your institution."
#* As a follow-on to the 2009 development of [http://easydeposit.swordapp.org/ EasyDeposit], multiple-repository-deposit functionality has been added to this script. See details [http://blog.stuartlewis.com/2010/05/29/deposit-to-multiple-repositories/ here].
#* [https://github.com/stuartlewis/EasyDeposit/wiki/ EasyDeposit] was born out of  a need to have "a generic SWORD deposit interface toolkit that allowed new deposit systems to be easily created." Two examples from the [http://www.library.auckland.ac.nz/ University of Auckland Library] illustrate how Easy Deposit helps to make deposits easier for projects/constituents with specific, singular needs: Ph.D. candidates' thesis deposit and the archiving of a technical report series. See details [http://blog.stuartlewis.com/2010/02/03/easydeposit-sword-deposit-tool-creator/ here].
# [http://www.openarchives.org/OAI/openarchivesprotocol.html Open Archives Initiative's Protocol for Metadata Harvesting (OAI-PMH)] "provides an application-independent interoperability framework based on metadata harvesting." For details on the history and foundations of institutional repositories and the importance of standards to repository interoperability to enable the "harvesting, searching, depositing, authentication, and describing [of] contents," see [http://www.ibm.com/developerworks/industry/library/ind-edustand3/index.html here].
# [http://edina.ac.uk/projects/oa-rj/index.html Open Access Repository Junction (OA-RJ)] is "an API that supports redirect and deposit of research outputs into multiple repositories."
# [http://opendepot.org/ Open Depot] "ensure[s] that all academics worldwide can share in the benefits of making their research output Open Access. For those whose universities and organisations have an online repository, OpenDepot.org makes them easy to find. For those without a local repository, including unaffiliated researchers, the OpenDepot is a place of deposit, available for others to harvest."
#[http://edina.ac.uk/projects/ORI_summary.html Organisation and Repository Identification (ORI)] is "a standalone middleware tool for identifying academic organisations and associated repositories. This project will improve the ORI functionality developed for the Open Access Repository Junction (OA-RJ) and OpenDepot.org by EDINA and establish it as an independent middleware component made openly available for any third party application to use." See details [http://ori.edina.ac.uk/index.html here].
# [http://puma.uni-kassel.de/ PUMA] aims to integrate deposit into an author's workflow as follows: "the upload of a publication results automatically in an update of both the personal and institutional homepage, the creation of an entry in [http://www.bibsonomy.org/ BibSonomy], an entry in the academic reporting system of the university, and its publication in the institutional repository." See details [http://blog.bibsonomy.org/2009/08/puma-project-on-academic-publication.html here].
# [http://jiscreposit.blogspot.com/2010/07/introducing-reposit.html RePosit] "seeks to increase uptake of a web-based repository deposit tool embedded in a researcher-facing publications management system." The project's [http://jiscreposit.blogspot.com/ blog] details the work of the group members, "[http://www.leeds.ac.uk/ University of Leeds (Chair)], [http://www.keele.ac.uk/ Keele University], [http://www.qmul.ac.uk/ Queen Mary University of London], [http://www.exeter.ac.uk/ University of Exeter] and [http://www.plymouth.ac.uk/ University of Plymouth], with [http://www.symplectic.co.uk/ Symplectic Ltd]." See details [http://webarchive.nationalarchives.gov.uk/20140702233839/http://www.jisc.ac.uk/whatwedo/programmes/inf11/jiscdepo/reposit.aspx here].
#* A [http://www.cam.ac.uk/ University of Cambridge] and [http://www.uhi.ac.uk/ University of Highlands and Islands] project aimed to increase deposits to, satisfaction in, and "institutionalisation" of the institutional repository with "a technical integration tool which connected the Virtual Research Environment (VRE) to the IR." The tool was successfully developed and implemented, and deposits since have increased: "The number of IR communities has doubled and the number of collections has tripled." See details [http://jiscreposit.blogspot.com/2010/08/literature-review-ctrep-cambridge-tetra.html here].
#[http://edina.ac.uk/projects/RJB_summary.html Repository Junction (RJ) Broker] is "a standalone middleware tool for handling the deposit of research articles from a provider to multiple repositories." A June 2013 [http://www.rsp.ac.uk/documents/get-uploaded-file/?file=RJ_Broker_RSP_event_12_June_mm_2013.pptx project update] notes that RJ Broker's trial with [http://www.nature.com/ Nature Publishing Group] and [http://europepmc.org/ Europe PubMed Central] is complete (and was successful), and the development and transition to RJ Broker as a service is underway. Additionally, MIT is "working on a data importer for DSpace." See details [http://www.rsp.ac.uk/documents/get-uploaded-file/?file=RJ_Broker_RSP_event_12_June_mm_2013.pptx  here].
# [http://swordapp.org/ Simple Web-service Offering Repository Deposit (SWORD)] "is a lightweight protocol for depositing content from one location to another." Find an introductory video on SWORD 2.0 [http://cottagelabs.com/intro-to-sword-2/ here].
#* [http://www.biomedcentral.com/ BioMed Central] briefly describes its partnership with [http://web.mit.edu/ MIT] "to set up an automatic feed of MIT articles...The SWORD protocol allows the institutional repository to receive newly published articles from any of BioMed Central's 200+ journals as soon as they are published, without the need for any effort on the part of the author and streamlining the deposit process for the repository administrator." See details [http://www.biomedcentral.com/presscenter/pressreleases/20100429 here].
#* SWORD is identified in a [http://www.coar-repositories.org/ Confederation of Open Access Repositories (COAR)] report on "replicable best practices related to populating repositories" as a "deposit mechanism [that] offers a unified ingestion service and guarantees a robust transfer of manuscripts." Included in this discussion are [http://www.peerproject.eu/ PEER]-created [http://www.peerproject.eu/fileadmin/media/reports/D3_1_Guidelines_v8.3_20090528.Final.pdf guidelines] on "deposit, assisted deposit and self‐archiving" facilitated by SWORD. See details  [http://www.coar-repositories.org/activities/repository-content/sustainable-practices-for-populating-repositories-report/ here].
#* The SWORD protocol is used to push the works from BioMed Central to [http://mit.edu/ MIT's] repository; this efficiency "make[s] it easier for our faculty to make their work openly available." See details [http://uksg.metapress.com/content/l437x1631052407r/ here].
#* The SWORD protocol is flexible, enabling deposit to repositories from publishers, the researcher's desktop, and more. These "different use cases, how they fit into the scholarly lifecycle, and how SWORD facilitates them" are illustrated with examples. See details [http://www.dlib.org/dlib/january12/lewis/01lewis.html here].
#* SWORD has application in [http://arxiv.org/ arXiv] deposits, including "ingest from various sources" and "deposit to [http://dataconservancy.org/ Data Conservancy]". Because arXiv was an "early adopter" of SWORD, it has "> 5000 accepted submissions" from the protocol. See details [https://conferences.tdl.org/or2011/index.php/OR2011/OR2011main/paper/viewFile/403/97 here].
#* The [https://www.auckland.ac.nz/en.html University of Auckland] uses SWORDv2 and a simplified user interface to deposit dissertations the University's IR. This process means students don't need to have a user profile or a deep understanding of the repository. The [http://www.ox.ac.uk/ University of Oxford] uses SWORDv2 in their data repository, [http://www.dataflow.ox.ac.uk/ DataFlow], which allows for asynchronous record creation. See details of both projects [http://www.rsp.ac.uk/events/engage-with-sword-to-allow-deposit-transactions/ here].


* ''Example''. Palmer, Carole L., Lauren C. Teffeau, and Mark P. Newman. 2008. [http://docs.lib.purdue.edu/cgi/viewcontent.cgi?article=1131&context=lib_research Strategies for institutional repository development: A case study of three evolving initiatives.] Library Trends, 57(2): 142-167.
== Copyright support ==
** Palmer et al. offer a case study of three libraries and their approaches to filling their institutional repositories with content. One of the institutions employes a "software specialist who leads repository design customizations and functionality enhancements," which are tailored to meet "the needs and interests of faculty."


* ''Example''. Ponsati, Agnès, and Pablo de Castro. 2010. [http://www.researchinformation.info/features/feature.php?feature_id=183 Repository increases visibility.] Research Information.  
* An institution can provide copyright support to depositing authors, which may include services such as publisher negotiation, copyright education, and version control.
**Ponsati and de Castro discuss the [http://www.csic.es/web/guest/home Consejo Superior de Investigaciones Científicas's] (CSIC) efforts to populate its institutional repository, which was launched with an "OA strategy [that] aims mainly to increase the visibility of its research output." A near-term goal for the CSIC is to create APIs that will enable publication lists from the institutional repository to be repackaged "as annual-report-building-applications, author or departmental web pages or standardised CV formats".
** The Alliance for German Science Organizations has negotiated licensing terms that allow several German research centers to "to deposit published articles into repositories, within the context of their content licenses." A [http://www.coar-repositories.org/ Confederation of Open Access Repositories (COAR)] report details this and other similar efforts by the Swedish BIBSAM Consortium and Finnish FinELib Consortium. See details [http://www.coar-repositories.org/files/Sustainable-best-practices_final1.pdf here].
** A [http://www.coar-repositories.org/ Confederation of Open Access Repositories (COAR)] report on "sustainable, replicable best practices related to populating repositories" discusses the copyright clearance efforts of five institutions, including [http://www.griffith.edu.au/ Griffith University], to make deposit easier for authors. These activities range from advising authors to contacting publishers to secure clearance. See details [http://www.coar-repositories.org/files/Sustainiable-practices-preliminary-results_final.pdf here].
** The [http://www.uminho.pt/ University of Minho] created "value-added services for both authors and readers," which included "help pages and user guides...to aid authors with the decision of whether or not they could publish their materials in Open Access IRs without infringing any previous copyright releases they may have already signed." See details [http://www.dlib.org/dlib/january08/ferreira/01ferreira.html here].
** Results of a survey conducted at the [http://www.cut.ac.cy/ Cyprus University of Technology] revealed that forthcoming efforts should be made by the library to "[d]evelop [an] author addendum policy." See details [http://www.slideshare.net/LibraryCUT/scholar-publications-and-open-access-policies-the-ktisis-case here].
** Copyright remains a particular concern for artists, and the [​http://www.vads.ac.uk/ Visual Arts Data Service (VADS)] has "produced [http://www.research.ucreative.ac.uk/copyright.html guidelines and scenarios]...to ‘allay fears, misconceptions and ignorance in respect of copyright and IPR’" with the aim to increase deposit through copyright education and support. See details [http://www.ariadne.ac.uk/issue68/gramstadt here].
** The [http://www.southampton.ac.uk/ University of Southampton's] initiatives that aim to encourage deposit include the library providing "guidance on copyright" to researchers. See details [http://www.jisc-collections.ac.uk/UKSGFiles/272/UKSGeNews272.pdf here].
** A [http://www.lshtm.ac.uk/ London School of Hygiene & Tropical Medicine (LSHTM)] [http://researchonline.lshtm.ac.uk/ Research Online] blog post indicates that "our team who are experienced in navigating open access publisher policies...will check all rights on your behalf and advise you as to what we can make freely available." See details [http://lshtmresearchonline.blogspot.com/2012/05/how-and-why-lshtm-research-online-works.html?m=1 here].
** The [http://www.gla.ac.uk/ University of Glasgow] provides copyright support for authors by exploring permissions agreements and contacting publishers with licensing questions directly. See details [http://www.ariadne.ac.uk/issue39/mackie here].
** [http://www.cornell.edu/ Cornell University] is an institution that offers researcher assistance in "checking copyright  permissions, negotiating with publishers, [and] requesting final manuscript versions from faculty." See details [http://archive.ifla.org/IV/ifla72/papers/155-Mark_Shearer-en.pdf here].
** The [http://illinois.edu/ University of Illinois], [http://www.umass.edu/ University of Massachusetts], [http://www.umich.edu/ University of Michigan], [http://www1.umn.edu/twincities/index.html University of Minnesota], and [http://www.osu.edu/ Ohio State University] have varied "successful strategies" of securing content for deposit, one of which included "negotiating with publishers to include faculty content." See details [http://smartech.gatech.edu/bitstream/handle/1853/28419/118-449-1-PB.pdf here].
** The [http://www.gla.ac.uk/ University of Glasgow's] efforts to embed their repository "into the fabric of the institution" over time included the library's role in "[c]larifying and assisting researchers with © status of their publications [and] liaising with publishers." See details [http://www.rsp.ac.uk/documents/get-uploaded-file/?file=Nixon_JISCRTE_Feb2012.ppt here].
** The [http://oregonstate.edu/ Oregon State University] Library has partnered with the "OSU Advancement News and Communication" office to ensure that the works profiled by the News and Communication group have been deposited in the repository; a wider readership for the faculty member is thus secured and "the appropriate research article [is] deposited." See details [http://connect.ala.org/files/25884/andrea_wirth_oapolicynotes062710_pdf_18762.pdf here].


* ''Example''. Poynder, Richard. 2011. [http://www.richardpoynder.co.uk/Rentier_Interview.pdf The OA interviews: Bernard Rentier, Rector of the University of Liège.] Open and Shut?
== Customization and value-added tools ==
** Poynder interviews Rentier, of the [http://www.ulg.ac.be/cms/c_5000/home University of Liege], who discusses the university's mandate, which has encouraged high researcher participation. Success of [http://orbi.ulg.ac.be/?locale=en ORBi] is aided by efforts to "demonstrate to our authors that the system has actually been designed for their own benefit." Speaking to the advantages of deposit for authors, beyond [[#Promotion|promotion]], Rentier notes that ORBi "provides a single point of entry, but multiple output options, thereby allowing them to generate CVs and publication lists etc.; and it provides a tool to evaluate the quality of their research; and an efficient personal marketing tool."


* ''Example''. Proudman, Vanessa. 2008. [http://arno.uvt.nl/show.cgi?fid=68182 Overview of services provided by six good practices populating repositories and services in Europe.] Stimulating the population of repositories: A  research project, Tilburg University.
* An institution can create tools or offer services as add-ons to repository software that offer value to the depositing researcher. Examples follow:
** In her work, Proudman examines the methods of six institutional repositories to encourage author deposit. Several "services" are noted that add value for users in all six case studies; for example, automated publication lists, data storage, and RSS feeds were employed, depending on the needs of the local environment. The included table illustrates the numerous value-added services that were available at the studied institutions.
** [http://web.mit.edu/ MIT] collects use stories from people who have downloaded articles from DSpace. See details [http://libraries.mit.edu/scholarly/comments-on-open-access-articles/ here].
 
** [http://www.seas.harvard.edu/directory/plu Peter Lu], a research associate at [http://www.harvard.edu/ Harvard University], has called for repository functionality that automatically generates a researcher's bibliography as a value-added service. 
* ''Example''. Russell, Rosemary, and Michael Day. 2010. [http://www.tandfonline.com/doi/abs/10.1080/13614533.2010.509996 Institutional repository interaction with research users: A review of current practice.] New Review of Academic Librarianship 16(Supplement1): 116-131.
** [http://www.boisestate.edu/ Boise State University] manages its "Author Recognition bibliography" in the IR: "'Not only is faculty scholarship included in the comprehensive university bibliography, it is also showcased as part of their department’s collection and on their SelectedWorks site. If a faculty member’s work is part of the repository, then it is a part of the bibliography and included in all the related promotional activities.'" This has increased downloads and "raise the profile of the repository among faculty members." See details [http://www.coar-repositories.org/files/Sustainable-best-practices_final2.pdf here] and [http://www.tandfonline.com/doi/abs/10.1080/13614533.2012.717901 here].
** In their literature review, Russell and Day impress the importance of engaging with one's local research community before launching a repository, so that services best mirror researcher needs at the outset. They also indicate there is value to be added by "integrating them [repositories] into a much wider context of diverse information systems." [http://www.cornell.edu/ Cornell's] [http://vivo.cornell.edu/ VIVO] and the [http://www.ox.ac.uk/ University of Oxford's] [http://brii.medsci.ox.ac.uk/ BRII] projects are ntoed as examples of such "information integration."
** [http://www.sun.ac.za/ Stellenbosch University] is [http://bit.ly/garpir auditing] [http://scholar.sun.ac.za/ SUNScholar] to ensure that it is reliable and authoritative. Included in the audit is a scan of the IR's "Generally Accepted Repository Practice", which details the "[c]ustomisation of the repository is usually required to make it fit for the purpose it was created", including [http://wiki.lib.sun.ac.za/index.php/SUNScholar/Community_Management "collections"], [http://wiki.lib.sun.ac.za/index.php/SUNScholar/Asset_Submissions "submissions"], and [http://wiki.lib.sun.ac.za/index.php/SUNScholar/Indexes "search"]. See details [http://wiki.lib.sun.ac.za/index.php/SUNScholar/Audit/Section_7 here].
 
** The [http://www.qut.edu.au/ Queensland University of Technology] offers a "researcher page," which publicizes an individual's research output in a customizable format. QUT also suggests that researchers "embed the URL into their email signature"; see details [http://eprints.qut.edu.au/86146/ here].
* ''Example''. Sale, Arthur, Marc Couture, Eloy Rodrigues, Leslie Carr, and Stevan Harnad. Forthcoming. [http://eprints.soton.ac.uk/268511/1/saledraftv5.pdf Open access mandates and the "fair dealing" button.] In Dynamic fair dealing: Creating Canadian culture online, ed. Rosemary J. Coombe and Darren Wershler. Toronto: University of Toronto Press.
** An active researcher at [http://www.mh-hannover.de/index.php?&L=1 Hannover Medical School], Martin Fenner, created a list of motivators for self-deposit, which includes institutional repositories hosting "primary research data" and integrating the repository content with journal submission. An example of such a tool that Fenner mentions is [https://www.escidoc.org/ eSciDoc], which "include[s] storing, manipulating, enriching, disseminating, and publishing not only of the final results of the research process, but of all intermediate steps as well." See details [http://blogs.plos.org/mfenner/2010/10/26/self-motivated-vs-mandated-archiving/ here].
** Sale et al. present the history of preprint and reprint sharing "by mail, even before the scholarly journal appeared" as the backdrop for the creation of a "‘Request-a-copy’...‘Email Eprint Request’...‘Fair Dealing’...[or] ‘Fair Use’ Button" in institutional repositories as a way to reestablish "would-be readers [with the ability] to request that the author email the eprint to them for individual research purposes under the provisions of fair dealing in the world’s Copyright Acts." EPrints and DSpace both have this functionality developed, which allows works that are either under embargo or restricted from OA distribution by publisher demand to still be deposited and shared in a limited fashion, so that "Researchers from all disciplines can be confident that the couple of clicks required to give a fellow researcher access to their Closed Access article is legal... and fair." Details of the functionality and uptake of the "button" at the [http://www.southampton.ac.uk/ University of Southampton], [http://www.stir.ac.uk/ University of Stirling], and the [http://www.uminho.pt/en/home_en University of Minho] are provided.
** The [http://www.uminho.pt/ University of Minho's] institutional repository "has been actively involved in the development of add-ons" for DSpace to improve its functionality. Examples of these add-ons are those that enable the sharing of statistics, "request[ing] a copy," a controlled vocabulary, commenting, and recommending. See details [http://www.dlib.org/dlib/january08/ferreira/01ferreira.html here].
 
** In a case study of three anonymous libraries and their approaches to filling their institutional repositories with content, one of the institutions employs a "software specialist who leads repository design customizations and functionality enhancements," which are tailored to meet "the needs and interests of faculty." See details [http://docs.lib.purdue.edu/cgi/viewcontent.cgi?article=1131&context=lib_research here].
* ''Example''. Smith, Colin, Sheila Chudasama, and Christopher Yates, 2010. [http://oro.open.ac.uk/22321/ Open Research Online - A self-archiving success story.] In The 5th International Conference on Open Repositories, 6-9 July 2010, Madrid, Spain.
** The [http://www.csic.es/web/guest/home Consejo Superior de Investigaciones Científicas's] (CSIC's) efforts to populate its institutional repository include a near-term goal to create APIs that will enable publication lists from the institutional repository to be repackaged "as annual-report-building-applications, author or departmental web pages or standardised CV formats". See details [http://www.researchinformation.info/features/feature.php?feature_id=183 here]. Additional "improvements in the platform" are discussed in the CSIC's [http://digital.csic.es/bitstream/10261/52123/4/Digital_CSIC_2011_eng.pdf annual report], including embargo functionality, bibliographic export capability, and social bookmarking features.
** This case study from the [http://www.open.ac.uk/ Open University] identifies advocacy and development as the cornerstones for building an institutional repository collection without a mandate. The development methods were varied, ranging from creating "gatekeeper controlled groups" to offering embedded feeds. The efforts have attracted "63% of the OU’s journal output published in 2008 and 2009" and the repository managers are "getting around 36 full-text deposits per week, compared to a low of 2 per week before the advocacy/development campaign."
** The [http://www.ulg.ac.be/cms/c_5000/home University of Liege's] repository has been successful from efforts that "demonstrate to our authors that the system has actually been designed for their own benefit." For example, the repository "provides a single point of entry, but multiple output options, thereby allowing them to generate CVs and publication lists etc.; and it provides a tool to evaluate the quality of their research; and an efficient personal marketing tool." See details [http://www.richardpoynder.co.uk/Rentier_Interview.pdf here].
 
** Six institutional repositories were studied (including the [http://www.uminho.pt/ University of Minho], [http://www.southampton.ac.uk/ University of Southampton], and [http://public.web.cern.ch/public/ CERN]) to discover their methods to encourage author deposit. Several "services" are noted that add value for users in all six case studies; for example, automated publication lists, data storage, and RSS feeds were offered, depending on the needs of the local environment. A [http://web.archive.org/web/20120606005105/http://arno.uvt.nl/show.cgi?fid=68182 table] illustrates the numerous value-added services that are provided. See details [http://dare.uva.nl/document/93898 here].
* ''Example''. Troll Covey, Denise. 2011. [http://journals.tdl.org/jodi/article/view/2068 Recruiting content for the institutional repository: The barriers exceed the benefits.] Journal of Digital Information, 12(3): 2068.
** [http://www.cornell.edu/ Cornell's] [http://vivo.cornell.edu/ VIVO] and the [http://www.ox.ac.uk/ University of Oxford's] [http://brii-oxford.blogspot.com/ BRII] projects are noted examples of institutions with IRs that are "integrating them [repositories] into a much wider context of diverse information systems." See details [http://www.tandfonline.com/doi/abs/10.1080/13614533.2010.509996 here].
** Troll Covey reports on a detailed study of [http://www.cmu.edu/index.shtml Carnegie Mellon University] researchers and their attitudes toward institutional repositories, both in general and that of the university. Of the several perceived impediments to deposit that were identified from the surveyed community, providing added value from deposit in the repository was essential, in particular, "a service or benefit they earnestly want but don’t currently have". Examples of such efforts that were raised in the focus groups include the following: integrated systems, so that updates to personal/lab websites would update the repository; citation generators for end-of-year reporting; data and media deposit, along with supplemental materials; etc.
**The [http://www.southampton.ac.uk/ University of Southampton], [http://www.stir.ac.uk/ University of Stirling], and the [http://www.uminho.pt/en/home_en University of Minho] all provide "‘Request-a-copy’...‘Email Eprint Request’...‘Fair Dealing’...[or] ‘Fair Use’ Button[s]." EPrints and DSpace both have this functionality developed, which allows works that are either under embargo or restricted from OA distribution by publisher demand to still be deposited and shared in a limited fashion, so that "Researchers from all disciplines can be confident that the couple of clicks required to give a fellow researcher access to their Closed Access article is legal... and fair." See details [http://eprints.soton.ac.uk/268511/1/saledraftv5.pdf here].
 
** The [http://www.open.ac.uk/ Open University] identifies development as one of the cornerstones for building an institutional repository collection without a mandate. The development methods were varied, ranging from creating "gatekeeper controlled groups" to offering embedded feeds. See details [http://oro.open.ac.uk/22321/ here].
* ''Example''. Waaijers, Leo, and Maurits van der Graaf. 2012. [http://www.surf.nl/SiteCollectionDocuments/Monitor2011_strategicsynopsis_ENGdef.pdf The network of repositories in the Netherlands: Infrastructure for Open Access to knowledge.] SURF.
** [http://www.cmu.edu/index.shtml Carnegie Mellon University] conducted a study of their researchers, who indicated that providing added value from deposit in the repository was critical. Researchers would value "a service or benefit they earnestly want but don’t currently have". Examples of such efforts that were raised in focus groups include the following: integrated systems, so that updates to personal/lab websites would update the repository; citation generators for end-of-year reporting; data and media deposit, along with supplemental materials; etc. See details [http://journals.tdl.org/jodi/article/view/2068 here].
** This brief document is the English translation of the [http://www.surf.nl/nl/publicaties/Documents/SURFshare_MonitorNederlandseOnderzoekRepositories2011_DEF.pdf full SURF report's] synopsis. Waaijers and van der Graaf explore the low deposit rate in the Netherlands and find that there is a "stagnation culture" in which the "level of OA success...does not correlate with university mandates or personnel capacity." In addition to encouraging greater collaboration, Waaijers and van der Graaf recommend "[s]ervices for lectors/instructors/researchers who deposit publications" to encourage deposit, such as "automatically generated bibliographies, the possibility of viewing the number of times their publications are downloaded, etc."


== Ease of use ==
== Ease of use ==


* ''Example''. Burgess, Robin. 2012. [http://www.rsp.ac.uk/documents/get-uploaded-file/?file=JISC_Radar.pptx Enhancing the interface of the research repository at The Glasgow School of Art, through the development of RADAR.] In How embedded and integrated is your repository? February 10, 2012, Nottingham, UK, JISCrte.
*An institution can create systems or put workflows in place to make the deposit process easier for the author. Examples follow:
** Burgess writes on the development of [http://radar.gsa.ac.uk/ RADAR], the [http://www.gsa.ac.uk/search?search=radar Glasgow School of Art's] repository, which was funded by [http://www.jisc.ac.uk/ JISC]. The user interface was updated and the repository was integrated with the university's website. Because the new "system [is] based on usability, design, aesthetics and user needs" and has "Improved support for non-text deposits" the "[s]taff appear to be enjoying using the system."
** [http://www.hks.harvard.edu/about/faculty-staff-directory/todd-rogers Todd Rogers] of Harvard's Kennedy School has suggested various methods to help encourage faculty deposits. He has recommended providing faculty with a sticker of the URL for the IR's deposit interface, which faculty could stick on their computer as an immediate reminder to deposit work when they submit work for publication. Rogers has also suggested partnering with a school's media office to either collect faculty publications when the media office is alerted to a new publication, or work with the faculty to alert the media office of their publications, if this is a school requirement. 
 
** A case study of the [http://www.strath.ac.uk/ University of Strathclyde's] IR notes that the university has a robust help section, "simple and advanced search," and accessibility support, as well as a "[q]uality policy" and suggestion box. See details [http://dx.doi.org/10.1108/LR-01-2013-0002 here]; note this is a toll-access article.
* ''Example''. Gramstadt, Marie-Therese. 2011. [http://rspproject.wordpress.com/2011/07/15/two-new-toolkits-to-kultivate-artistic-research-deposit/ Two new toolkits to ‘Kultivate’ artistic research deposit.] JISC Repositories Support Project.
**The University of Iowa's [http://ir.uiowa.edu/about.html Iowa Research Online] uses metadata crosswalks to "[repurpose] nonMARC metadata from ProQuest" to create new records in the repository, reducing redundancy of effort. See details [http://www.tandfonline.com/doi/abs/10.1080/0361526X.2013.800632 here].  
** Funded by JISC, the [http://www.vads.ac.uk/kultur2group/projects/kultivate/index.html Kultivate] project works "to increase the rate of arts research deposit." As one means of doing so, The [http://www.ucreative.ac.uk/ University for the Creative Arts] developed a [http://www.vads.ac.uk/kultur2group/toolkits/decision-making/index.html toolkit] that "describes processes and workflows" surrounding the preparation for and deposit of works to the university's institutional repository. The files have been made available for reuse by other institutions.
**A [http://www.youtube.com/watch?v=lA-6d-FP-b4&list=PLA5071430DFE028CE&index=4&feature=plpp_video presentation] by [http://www.gsu.edu/ Georgia State University's] Tammy Sugarman details how catalogers "provide quality control...select keywords...[and] create new metadata and input materials into the IR on a submitter’s behalf," which benefits both the depositor and the end user. See details [http://www.tandfonline.com/doi/abs/10.1080/0361526X.2013.800632 here].
 
** The [http://www.qut.edu.au/ Queensland University of Technology] suggests several options for "remov[ing] disincentives" for deposit; for example, converting native format files, reducing the number of mandatory fields, and checking publishers' deposit policies. See details [http://eprints.qut.edu.au/86146/ here].
* ''Example''. Gramstadt, Marie-Therese. 2012. [http://www.ariadne.ac.uk/issue68/gramstadt Kultivating Kultur: Increasing arts research deposit.] Ariadne 68.
** [http://www.columbia.edu/ Columbia University] encourages ease of participation in the repository by creating a one-time sign-off for proxy deposit. Once the researcher has signed this agreement, library staff check for new content from that author; listen to details [http://www.rsp.ac.uk/events/implementing-strategies-to-encourage-deposit/ here].
** Gramstadt explores "current arts research repository landscape in the UK" following the initial Kultur efforts. She mentions a [http://www.vads.ac.uk/kultur2group/casestudies/RCA2011.pdf case study] from the [http://www.rca.ac.uk/ Royal College of Art], which worked closely with a group of researchers to understand their workflow and needs, and to ensure that the "easy upload and curation of multiple documents and objects into repository records" was supported. A guide is in development for "collecting data, preparing files, clearing content for publication, [and the] deposit workflow."
** The [http://www.gsa.ac.uk/search?search=radar Glasgow School of Art's] repository, [http://radar.gsa.ac.uk/ RADAR], was integrated with the university's website and now has an updated user interface. This new "system [is] based on usability, design, aesthetics and user needs" and has "Improved support for non-text deposits." See details [http://www.rsp.ac.uk/documents/get-uploaded-file/?file=JISC_Radar.pptx here].
 
** The [http://www.ucreative.ac.uk/ University for the Creative Arts] has developed a [http://www.vads.ac.uk/kultur2group/toolkits/decision-making/index.html toolkit] that "describes processes and workflows" surrounding the preparation for and deposit of works to the university's institutional repository. The files have been made available for reuse by other institutions. See details [http://rspproject.wordpress.com/2011/07/15/two-new-toolkits-to-kultivate-artistic-research-deposit/ here].
* ''Example''. Harnad, Stevan. 2010. [http://openaccess.eprints.org/index.php?/archives/695-Simplify-OA-Deposit-But-Leave-It-In-the-Mandatees-Hands.html Simplify OA deposit but leave it in the mandatee's hands.] Open Access Archivangelism.  
** The [http://www.rca.ac.uk/ Royal College of Art] has worked closely with a group of researchers to understand their workflow and needs to ensure that the "easy upload and curation of multiple documents and objects into repository records" was supported. A guide is in development for "collecting data, preparing files, clearing content for publication, [and the] deposit workflow." The [http://www.vads.ac.uk/kultur2group/casestudies/RCA2011.pdf case study] is available, and details may be found [http://www.ariadne.ac.uk/issue68/gramstadt here].
** Stevan Harnad cites [http://web.mit.edu/ MIT's] brief metadata requirements for institutional repository submission as an exemplary author-friendly policy. Harnad notes "All the power of self-archiving (and of self-archiving mandates from institutions and funders) comes from the fact that it is the author and the author's institution (and funder) that does it, mandates it, and monitors compliance." As such, he does not support MIT's (and other institutions') moves to facilitate publisher deposit, and instead encourages a clear definition of responsibility and an ease of compliance for authors.
** The [http://www.southampton.ac.uk/ University of Southampton] aims to encourage deposit by developing tools "to help researchers deposit such as import and export functions, XML, reference managers, DOI, and integration with other services such as PubMed and WOK." See details [http://www.jisc-collections.ac.uk/UKSGFiles/272/UKSGeNews272.pdf here].
 
** [http://www.csic.es/web/guest/home Consejo Superior de Investigaciones Científicas] (CSIC) populates its institutional repository with an "OA strategy [that] aims mainly to increase the visibility of its research output." Informational sessions are delivered to each department, and deposits are "synchronized" in that metadata are pulled off of departmental websites and input to the repository by IT staff, leaving the researchers with the task of simply uploading the work at the appropriate time. A proposed project is to couple the CSIC's repository with subject repositories so that authors need to deposit their paper to only one location, with interoperability ensuring that the work appears in all relevant repositories. See details [http://www.researchinformation.info/features/feature.php?feature_id=183 here].  
* ''Example''. Knight, Anne. 2012. [http://www.jisc-collections.ac.uk/UKSGFiles/272/UKSGeNews272.pdf UKSG open access – An introduction.] UKSG eNews, Issue 272, 8 June 2012.
** The [http://www.tdl.org/ Texas Digital Library] created an open source electronic thesis and dissertation management system, [http://sourceforge.net/projects/vireo/ Vireo], that offers a simple interface for students to submit their completed theses and dissertations. Partial funding for the project was made available through an [http://www.imls.gov/ Institute of Museum and Library Services] grant. See details [http://www.tdl.org/2010/09/tdl-releases-vireo-etd-system-opensource-software/ here].
** Knight covers the diverse discussions from [http://www.uksg.org/ UKSG's] 2012 open access event, including the presentation by Wendy White on the [http://www.southampton.ac.uk/ University of Southampton's] initiatives that aim to encourage deposit. The repository at Southampton has "developed [tools] to help researchers deposit such as import and export functions, XML, reference managers, DOI, and integration with other services such as PubMed and WOK."
** Symplectic [http://symplectic.co.uk/products/elements/ Elements] has been adopted by the [http://www.cdlib.org/ California Digital Library (CDL)] to harvest publications subject to the University of California's [http://osc.universityofcalifornia.edu/open-access-policy/policy-text/ OA Policy]. “Elements will closely monitor publication sources…for any new materials published by UC authors” and will “collect as much information about that publication as possible and contact the author(s) by email for confirmation and manuscript upload.” By implementing Elements, CDL will streamline and automate the deposit process. See details [http://www.cdlib.org/cdlinfo/2014/03/03/the-university-of-california-awards-contract-to-symplectic-for-the-implementation-of-a-publication-harvesting-system-to-support-ucs-open-access-policy/ here].
 
** [http://www.psu.edu/ Pennsylvania State University] and [https://www.gmu.edu/ George Mason University] are partnering to develop enhancements to "[https://www.zotero.org/ Zotero’s] archiving capabilities by linking to [https://scholarsphere.psu.edu/ ScholarSphere], Penn State’s institutional repository service...[which] will allow Penn State faculty, students and staff to claim and deposit self-authored works securely in ScholarSphere via Zotero." An additional anticipated feature will include increased discovery of journal publications through RSS feeds. See details [http://news.psu.edu/story/312098/2014/04/15/academics/penn-state-awarded-mellon-grant-study-personal-scholarly-archiving here].
* ''Example''. Lewis, Stuart. 2009. [http://blog.stuartlewis.com/2009/07/28/email-your-repository/ Email your repository.] Stuart Lewis' Blog.  
** [https://www.ethz.ch/en.html ETH Zurich] has streamlined the deposit of work from [https://www.library.ethz.ch/en/About-us/News-archiv/News-2010/ETH-E-Citations-ETH-Zurich-university-bibliography E-Citations], the University's "official reference source...[for] internal annual report[ing]," to [http://e-collection.library.ethz.ch/ E-Collection], the University's IR. Authors now have "the option [to] ’Publish in E-Collection’" when they enter citations in E-Citations, "which enables [them] to upload a full text directly for publication in ETH E-Collection." See details [http://www.library.ethz.ch/en/ms/Open-Access-at-ETH-Zurich/News/Uploading-publications-onto-E-Collection-directly-from-E-Citations here].
** Stuart Lewis discusses a [http://blogs.ukoln.ac.uk/ukolndev/ UKOLN-created] Thunderbird plug-in that enables institutional repository deposit, and emphasizes that the strength of this deposit method is that email is a trusted, familiar tool with faculty/researchers. Lewis introduces a [http://php.swordapp.org/ script] that is a general version of the Thunderbird tool and is usable with other email clients, and discusses its potential for increasing repository deposit.
 
* ''Example''. Ponsati, Agnès, and Pablo de Castro. 2010. [http://www.researchinformation.info/features/feature.php?feature_id=183 Repository increases visibility.] Research Information.
**Ponsati and de Castro discuss the [http://www.csic.es/web/guest/home Consejo Superior de Investigaciones Científicas's] (CSIC) efforts to populate its institutional repository, which was launched with an "OA strategy [that] aims mainly to increase the visibility of its research output." Informational sessions are delivered to each department, and deposits are "synchronized" in that metadata are pulled off of departmental websites and input to the repository by IT staff, leaving the researchers with the task of simply uploading the work at the appropriate time. A proposed project is to couple the CSIC's repository with subject repositories so that authors need to deposit their paper to only one location, with interoperability ensuring that the work appears in all relevant repositories.
 
* ''Example''. Sale, Arthur. 2010. [https://mx2.arl.org/Lists/SPARC-OAForum/Message/5427.html Advice on filling your repository.] SPARC-OAForum Message 5427.
** Arthur Sale, of the [http://www.utas.edu.au/ University of Tasmania], mentions the benefit of providing depositing authors the means to download the corpus of their work, even those titles that are "restricted," from anywhere. Doing so facilitates collaboration, "because it is like carrying a no-weight library of all your publications with you when you travel internationally."
 
* ''Example''. Texas Digital Library, 2010. [http://www.tdl.org/2010/09/tdl-releases-vireo-etd-system-opensource-software/ TDL releases Vireo ETD System as open-source software.] News.
** The [http://www.tdl.org/ Texas Digital Library] created an open source electronic thesis and dissertation management system, [http://sourceforge.net/projects/vireo/ Vireo], that offers an simple interface for students to submit their completed theses and dissertations. Partial funding for the project was made available through an [http://www.imls.gov/ Institute of Museum and Library Services] grant.
 
* ''Example''. Welsh Repository Network. 2010. [http://welshrepositorynetwork.blogspot.com/2010/06/advocacy-discussion-barriers-and.html Advocacy discussion: Barriers and solutions.]
** The [http://www.wrn.aber.ac.uk/ Welsh Repository Network] offers several solutions to common challenges for repository deposits. Providing instructional materials (e.g., a video showing the deposit process), drafting Ph.D. students and department administrative assistants to deposit work on behalf of authors, and offering self-deposit (along with a suggestion to solicit help from Ph.D. students and administrative assistants) are three suggested methods for streamlining the process of deposit. Also mentioned is using "SHERPA RoMEO/include API on repository front page" to help clarify copyright concerns at the point of need and providing an easily accessed FAQs page and collection policy.


== Embedding ==
== Embedding ==


* ''Example''. COAR. 2012. [http://www.coar-repositories.org/news/sparc-open-access-meeting-notes/ SPARC Open Access Meeting notes.] COAR Newsletter.
* An institution can encourage deposit by folding the repository into the reporting processes and workflows, making deposit a routine practice. Examples follow:
** Brief highlights from the [http://www.arl.org/sparc/meetings/oa12/sparc-open-access-meeting-speaker-slides.shtml SPARC 2012 Open Access Meeting], a forum for discussion on "Open Access issues including policy issues, author rights, Open Access publishing, and repositories," are presented. Tyler Walters, from [http://www.vt.edu/ Virginia Tech], noted that by "automatically captur[ing] metadata as defined by the data producers and provid[ing] ways for researchers to mark up their data," institutional repositories "are increasingly being designed to support research groups 'from beginning to end.'" Additionally, "toolkits designed to support different ways to view and work with data..., support collaboration and communication by research teams, and provide general tools to support working groups" have embedded repositories into research "ecosystems".
** Tyler Walters, of [http://www.vt.edu/ Virginia Tech], notes that by "automatically captur[ing] metadata as defined by the data producers and provid[ing] ways for researchers to mark up their data," institutional repositories "are increasingly being designed to support research groups 'from beginning to end.'" Additionally, "toolkits designed to support different ways to view and work with data..., support collaboration and communication by research teams, and provide general tools to support working groups" have embedded repositories into research "ecosystems". See details [http://www.coar-repositories.org/news/sparc-open-access-meeting-notes/ here].
 
** The [http://www.southampton.ac.uk/ University of Southampton] has worked to integrate the IR  "into research management systems, which combine publications data with profiles of grant income, research income, and citation metrics...[which] are being used to support REF." See details [http://www.jisc-collections.ac.uk/UKSGFiles/272/UKSGeNews272.pdf here].
* ''Example''. Knight, Anne. 2012. [http://www.jisc-collections.ac.uk/UKSGFiles/272/UKSGeNews272.pdf UKSG open access – An introduction.] UKSG eNews, Issue 272, 8 June 2012.
** The [http://www.gla.ac.uk/ University of Glasgow] aims to "develop a workflow which would enable us to add content systematically on a University-wide basis." This idea is borne out of the publication gathering that is undertaken for the Research Assessment Exercise; a seamless process could be established in which "each faculty or department would create and maintain a locally held publications database," from which the repository could then pull content. See details [http://www.ariadne.ac.uk/issue39/mackie here].
** Knight covers the diverse discussions from [http://www.uksg.org/ UKSG's] 2012 open access event, including the presentation by Wendy White on the [http://www.southampton.ac.uk/ University of Southampton's] initiatives that aim to encourage deposit. White discussed the library's effort toward the "integration of repositories into research management systems, which combine publications data with profiles of grant income, research income, and citation metrics...[which] are being used to support REF."
** Six participants of the [http://www.jisc.ac.uk/whatwedo/programmes/inf11/reptakeup.aspx “JISC Repositories: take-up and embedding” (JISCrte) project] discuss the challenges of embedding repositories, which include "the variety of ways advocating and marketing for the institutional repository; the difficulties met with the technical skills and reaching the PVC agenda; and, the importance of MePrints and the practice of embedding repositories." The program's [http://www.rsp.ac.uk/events/embedding-and-integrating-repositories/#programme presentations] are available, as are project reports from the eight institutions: [http://www.dmu.ac.uk/home.aspx De Montfort University], [http://www2.hull.ac.uk/ University of Hull], [http://www.gsa.ac.uk/ Glasgow School of Art], [http://www.mdx.ac.uk/ Middlesex University], [http://www.northampton.ac.uk/ University of Northampton], [http://www.vads.ac.uk/ Visual Arts Data Service], [http://www.ucreative.ac.uk/ University of the Creative Arts], and [http://www.arts.ac.uk/ University of the Arts London]. See details [http://rspproject.wordpress.com/2012/02/14/how-embedded-and-integrated-is-your-repository/ here].
 
** The "[http://atira.dk/en/pure/ PURE] implementations at the Universities of [http://www.st-andrews.ac.uk/ St Andrews] and [http://www.abdn.ac.uk/ Aberdeen] are designed to access their institutional repositories for full-text data," and the "[http://www.york.ac.uk/ University of York] is also currently implementing PURE, which will be integrated with their existing publications and multimedia repositories." These institutions are integrating their repositories and Current Research Information Systems, so metadata and full text of research outputs are seamlessly shared. See details [http://www.ukoln.ac.uk/rim/projects/cris-oar/uk-overview.pdf here].
* ''Example''. Pontika, Nancy. 2012. [http://rspproject.wordpress.com/2012/02/14/how-embedded-and-integrated-is-your-repository/ How embedded and integrated is your repository?] JISC Repositories Support Project.
** The [http://www.rsp.ac.uk/embeddingguide/introduction-to-the-guide-2/case-study-aberdeen/ University of Aberdeen], [http://www.rsp.ac.uk/embeddingguide/introduction-to-the-guide-2/case-study-nectar/ Northampton University], and [http://www.rsp.ac.uk/embeddingguide/introduction-to-the-guide-2/case-study-dundee/ University of Dundee] undertook efforts to embed their IRs. See details [http://rspproject.wordpress.com/2011/12/13/rsp-embedding-guide/ here], and a self-assessment tool [http://www.rsp.ac.uk/embeddingguide/self-assessment-tool/ here.]
** Pontika writes on an "end-of-project event that aimed to showcase and share with the repository community the results of six JISC-funded tasks that participated in the [http://www.jisc.ac.uk/whatwedo/programmes/inf11/reptakeup.aspx “JISC Repositories: take-up and embedding” (JISCrte) project"]. The six project participants and two guest presenters discussed the challenges of embedding repositories, and the following trends emerged: "the variety of ways advocating and marketing for the institutional repository; the difficulties met with the technical skills and reaching the PVC agenda; and, the importance of MePrints and the practice of embedding repositories." The program's [http://www.rsp.ac.uk/events/embedding-and-integrating-repositories/#programme presentations] are made available, as are project reports from the eight institutions ([http://www.dmu.ac.uk/home.aspx De Montfort University], [http://www2.hull.ac.uk/ University of Hull], [http://www.gsa.ac.uk/ Glasgow School of Art], [http://www.mdx.ac.uk/ Middlesex University], [http://www.northampton.ac.uk/ University of Northampton], [http://www.vads.ac.uk/ Visual Arts Data Service], [http://www.ucreative.ac.uk/ University of the Creative Arts], and [http://www.arts.ac.uk/ University of the Arts London]).
 
* ''Example''. Russell, Rosemary, and Michael Day. 2010. [http://www.tandfonline.com/doi/abs/10.1080/13614533.2010.509996 Institutional repository interaction with research users: A review of current practice.] New Review of Academic Librarianship 16(Supplement1): 116-131.
** In their literature review, Russell and Day impress the importance of engaging with one's local research community before launching a repository, so that services best mirror researcher needs at the outset. They also note the potential to be found in "integrat[ing] deposit and other repository interactions into research practice and workflows" so that the institutional repository becomes "'intimately embedded' in the current practice of scientists."
 
* ''Example''. Russell, Rosemary, and Simon Lambert. 2010. [http://www.ukoln.ac.uk/rim/projects/cris-oar/uk-overview.pdf CRIS-OAR in the UK: The current situation.] UKOLN Knowledge Exchange CRIS OAR Interoperability Project.
** Offering an overview on the anticipated changes to Current Research Information Systems (CRISs) in the UK, Russell and Lambert mention institutions that integrate their repositories and CRISs, so metadata and full text of research outputs are seamlessly shared; for example, the "[http://atira.dk/en/pure/ PURE] implementations at the Universities of [http://www.st-andrews.ac.uk/ St Andrews] and [http://www.abdn.ac.uk/ Aberdeen] are designed to access their institutional repositories for full-text data," and the "[http://www.york.ac.uk/ University of York] is also currently implementing PURE, which will be integrated with their existing publications and multimedia repositories."
 
* ''Example''. Troll Covey, Denise. 2011. [http://journals.tdl.org/jodi/article/view/2068 Recruiting content for the institutional repository: The barriers exceed the benefits.] Journal of Digital Information, 12(3): 2068.
** Troll Covey reports a detailed study of [http://www.cmu.edu/index.shtml Carnegie Mellon University] researchers and their attitudes toward institutional repositories, both in general and that of the university. Of the several perceived impediments to deposit that were identified from the surveyed community, "'[c]ivic pride,' as one participant called it, usage reports, and long-term access were insufficient motivation" to participate in the local repository. It was noted that "if deposit was aligned with existing workflows such that it could be accomplished with little investment of time and effort," then the research community would be more inclined to actively deposit.
 
* ''Example''. Waaijers, Leo, and Maurits van der Graaf. 2012. [http://www.surf.nl/SiteCollectionDocuments/Monitor2011_strategicsynopsis_ENGdef.pdf The network of repositories in the Netherlands: Infrastructure for Open Access to knowledge.] SURF.
** This brief document is the English translation of the [http://www.surf.nl/nl/publicaties/Documents/SURFshare_MonitorNederlandseOnderzoekRepositories2011_DEF.pdf full SURF report's] synopsis. Waaijers and van der Graaf explore the low deposit rate in the Netherlands and find that there is a "stagnation culture" in which the "level of OA success...does not correlate with university mandates or personnel capacity." In addition to encouraging greater collaboration, Waaijers and van der Graaf recommend that "the annual report for each institution should include a bibliography...of practice-based research publications...[that]together with the associated full text, should be included in the institution’s repository."
 
* ''Example''. Wickham, Jackie. 2011. [http://rspproject.wordpress.com/2011/12/13/rsp-embedding-guide/ RSP embedding guide.] JISC Repositories Support Project blog.
** Wickham's blog introduces the Repositories Support Project's [http://www.rsp.ac.uk/embeddingguide/ "Embedding repositories: A guide and self-assessment tool"], which aims to "help institutions to get the best value from their institutional repositories through integration with other university systems, particularly research management systems". Included in the guide's introduction are three case studies from the [http://www.rsp.ac.uk/embeddingguide/introduction-to-the-guide-2/case-study-aberdeen/ University of Aberdeen], [http://www.rsp.ac.uk/embeddingguide/introduction-to-the-guide-2/case-study-nectar/ Northampton University], and the [http://www.rsp.ac.uk/embeddingguide/introduction-to-the-guide-2/case-study-dundee/ University of Dundee], which illustrate the background/drivers of the embedding project and the action taken. Additionally, the [http://www.rsp.ac.uk/embeddingguide/self-assessment-tool/ self-assessment tool] is provided "to help HEIs identify the current position of their repository and how easy or otherwise it will be to embed the repository in culture, systems and processes that make up the institution’s management of research outputs."


== Funding allocation ==
== Funding allocation ==


* ''Example''. Ferreira, Miguel, Eloy Rodrigues, Ana Alice Baptista, and Ricardo Saraiva. 2008. [http://www.dlib.org/dlib/january08/ferreira/01ferreira.html Carrots and sticks: Some ideas on how to create a successful institutional repository.] D-Lib Magazine 14(1/2).
* An institution can make internal funding depend on deposit in the repository. Funds can be distributed to individual researchers or to a collective unit (e.g., lab, department, school).
** Following an initial implementation plan with the release of the [http://www.uminho.pt/ University of Minho's] institutional repository, the university established a four-tiered program to increase "the levels of adoption of the repository," which Ferreira et al. describe. As the final and "most effective" of the tiers, the university created a "self-archiving policy" with "a financial supplement of 99.000 euros [that] would be distributed to departments and research centres as a reward for their commitment in the implementation of the policy." Details of the scoring system are provided, along with the resulting increase in deposits.  
** When the [http://www.uc3m.es/portal/page/portal/home Universidad Carlos III de Madrid] evaluates internal funding requests from department and institute applicants, the university takes into account the commitment of the department/institute to deposit their researchers' work in the IR. See details [http://legacy.earlham.edu/~peters/fos/2009/04/universidad-carlos-iii-de-madrid-adopts.html here].
** Since [http://webcast.in2p3.fr/videos-rodrigues 2005] the [http://www.uminho.pt/ University of Minho] has used a system that employs a tiered scoring structure to award money to departments based on their faculty body's "commitment in the implementation of the [self-archiving] policy." Points are awarded to each document based on type and date of publication. See [http://www.dlib.org/dlib/january08/ferreira/01ferreira.html here] and [http://web.archive.org/web/20120603200505/http://arno.uvt.nl/show.cgi?fid=68188 here] for details.
** [http://www.hioa.no/ Oslo University College] uses a weighted system to award internal research funding to individual researchers: those who deposit their work to the repository receive full credit, whereas those who do not receive half-credit; these points are then used to determine funding distribution. See [http://web.archive.org/web/20101218023449/http://hio.no/Aktuelt/HiO-nytt/Arkiverte-nyheter/2010/02/Last-inn-i-ODA here] for details.


* ''Example''. Oslo University College. 2010. [http://www.hio.no/Aktuelt/HiO-nytt/Arkiverte-nyheter/2010/02/Last-inn-i-ODA Last inn i ODA: Publikasjoner som ikke lastes inn i HiOs digitale vitenarkiv, ODA, gir bare halv uttelling.] HiO-nytt.
== Internal use ==
** [http://www.hio.no/content/view/full/4563 Oslo University College] has employed a weighted system for encouraging deposits to its institutional repository since 2008. Researchers that deposit their work to the repository receive full points, which count toward the future receipt of internal research funding, while those who do not receive half credit.


* ''Example''. Proudman, Vanessa. 2007. [http://arno.uvt.nl/show.cgi?fid=68188 Minho University Institutional Repository. Minho University, Braga, Portugal: A university repository where a mandate to deposit, financial incentives and strong advocacy can transform an IR’s population.] Stimulating the population of repositories: A research project, Tilburg University.
* When faculty are up for promotion, tenure, awards, or internal funding, the institution might limit its review of their journal articles to those on deposit in the institutional repository. Or it might require deposit in the repository as the sole method for submitting journal articles for review by the committee.  
** As one of six case studies comprising a larger research project, Proudman explored Minho University's efforts to encourage author deposit to the institutional repository. One of the methods was financial incentives that were awarded to each department and center as a whole by level of participation. A point system was derived in which documents were valued by type and age, where newly published, peer-reviewed work was the most "valuable"; preprints and older works also earned points, but to a lesser degree. The results were surprising: "As a result of the financial rewards and policy, from January to December 2005, 2813 documents were deposited in the IR (41% journal articles and 40% conference papers). This was an increase of about 800% on the previous year."
** The [http://www.uminho.pt/ University of Minho] requires that internal reporting of research output must link to the full-text version of the work in the IR; this follows directly from the University's strategic plan. The University uses Scopus and Web of Science to monitor author compliance with the institution's policy. See details [http://webcast.in2p3.fr/videos-rodrigues here].
** The [http://www.uzh.ch/about_en.html University of Zurich] "only [includes] publications registered in the repository" in annual reporting. See details [http://dx.doi.org/10.1087/20110409 here].
** Canada's [http://archive.nrc-cnrc.gc.ca/eng/ibp/irc.html National Research Council's Institute for Research in Construction] review committee uses "only official bibliographies generated from the NRC-IRC Publications Database" when considering the promotion of their researchers. See details [http://dx.doi.org/10.1007/s10694-010-0198-1 here]; note this is a toll-access article.
** The [http://www.ulg.ac.be/cms/c_5000/home University of Liege] has a policy that only deposited works are factors in "decisions about promoting a researcher, or awarding a grant" and "only those references introduced in ORBi [Open Repository & Bibliography] will be taken into consideration as the official list of publications accompanying any curriculum vitæ in all evaluation procedures." See details [http://www.richardpoynder.co.uk/Rentier_Interview.pdf  here] and [http://listserver.sigmaxi.org/sc/wa.exe?A2=ind09&L=american-scientist-open-access-forum&D=1&O=D&F=l&S=&P=866 here].
** For more examples and detail, see our [[Implementing_a_policy#Internal_use_of_deposited_versions|recommendation on this point]] in the [[Implementing_a_policy|implementation section]] of the guide.


== Metrics ==
== Metrics ==


* ''Example''. Baba, Kensuke, Masao Mori, Eisuke Ito, and Sachio Hirokawa. 2011. [http://hdl.handle.net/2324/18911 A feedback system on institutional repository.] The Third International Conference on Resource Intensive Applications and Services (INTENSIVE 2011): May 22-27, 2011, Venice/Mestre, Italy.
*An institution can provide metrics as a value-added feature of the repository. These metrics can be publicly available or accessible only to the author, and can include download and view counts, among others. Examples follow:
** Baba et al. note the potential to be found in usage metrics for encouraging researcher deposits. Citation counts and basic download numbers are available already through DSpace and Google Analytics, they note, but to further encourage deposit Baba et al. developed a nuanced feedback system that "analyzed co-occurrence on the accesses of the same reader," which was linked with [http://www.kyushu-u.ac.jp/english/ Kyushu University's] "researcher database" so the statistics would be available to each researcher with authentication. 
** The [http://www.ed.ac.uk/home University of Edinburgh] uses [http://www.google.com/analytics/ Google Analytics] to determine how the IR is used and count the number of downloads. The metrics are presented in DSpace with the Google Analytics API. The [http://www.northampton.ac.uk/ University of Northampton] uses [http://wiki.eprints.org/w/IRStats IRStats], Google Analytics, and custom reports to identify total downloads, usage, and author and administrative activity. Northampton delivers metrics data to deans and research leads. The [http://www.bath.ac.uk/ University of Bath] uses [http://www.bath.ac.uk/rdso/pure/ Pure] and IRStats for reporting and outreach purposes, to encourage deposit. See details on the methods of all three institutions [http://uni-of-nottingham.adobeconnect.com/p4l822cibld/ here].
 
** The [http://www.hud.ac.uk/ University of Huddersfield] is an [http://www.irus.mimas.ac.uk/ IRUS-UK] participant. The detailed statistics that the University has collected first from Google Analytics and then [http://wiki.eprints.org/w/IRStats IRStats] (an EPrints feature) and now IRUS-UK have helped to increase IR deposits. Reporting to individuals and schools has been particularly effective. See details [http://uksg.metapress.com/content/pv4136g54718hl25/fulltext.pdf here] and learn more about IRUS-UK [http://www.rsp.ac.uk/events/institutional-repository-usage-statistics-irus-uk/#programme here].  
* ''Example''. Bell, Suzanne, and Nathan Sarr. 2010. [http://www.tandfonline.com/doi/abs/10.1080/13614533.2010.509517 Case study: Re-engineering an institutional repository to engage users.] New Review of Academic Librarianship 16(Supplement 1): 77-89.
** Mark MacGillivray of [http://cottagelabs.com/ Cottage Labs] has detailed methods for collecting and using metrics in an RSP webinar. An example of powerful metrics gathering and display is the [http://us.okfn.org/ Open Knowledge Foundation's] use of [https://github.com/okfn/facetview FacetView]. See details [http://www.rsp.ac.uk/events/impact-metrics-for-repositories/ here].
** Bell and Sarr discuss their research project profiling user needs leading to the development of [http://www.rochester.edu/ University of Rochester's] IR+. Usage statistics prove to be very valuable to researchers and "counts provide quantifiable evidence, and [are] a simple and effective way to show how the repository is providing a valuable outlet for their work."
** [http://plumanalytics.com/ Plum Analytics's] [http://plumanalytics.com/more-ways-to-tell-the-stories-of-research/ PlumX] both "imports records seamlessly from EPrints, dSpace, and bepress" and "feed[s] metrics back into repositories." [http://blog.plumanalytics.com/post/60361295485/utah-state-university-using-plumx-to-help-their Utah State University] and the [http://web.archive.org/web/20120923024842/http://www.plumanalytics.com/university-of-pittsburgh-becomes-first-institution-to-adopt-plum-analytics-to-provide-metrics-for-research-output.html University of Pittsburgh] currently use PlumX. Rush Miller of the [http://www.pitt.edu/ University of Pittsburgh] [http://d-scholarship.pitt.edu/19115/ presented on this project] at the ALA Annual Conference in 2013. See details [http://blog.plumanalytics.com/post/67581106692/plumx-and-institutional-repositories here].
 
** The [http://www.unl.edu/ University of Nebraska-Lincoln] identifies a sample faculty work to deposit, asks the author for permission to deposit the work, and then delivers download statistics on use. As a result, faculty will occasionally provide additional work for deposit. Additionally, faculty get download statistics monthly on the use of their work in the IR. See details [http://www.tandfonline.com/doi/abs/10.1080/01930826.2011.589340 here].
* ''Example''. Brown, Josh, Kathy Sadler, and Martin Moyle. 2010. [http://discovery.ucl.ac.uk/116819/1/116819.pdf Influencing the Deposit of Electronic Theses in UK HE: Report on a sector-wide survey into thesis deposit and open access.] University College London.
** A [http://www.coar-repositories.org/ Confederation of Open Access Repositories] (COAR) report notes that [http://www.plos.org/ PLoS] has made their Article-Level Metrics API available for open use, which allows repositories "to track article usage and exposure through various channels and social networks." PLoS FAQs may be found [http://api.plos.org/alm/faq/ here] and details may be found [http://www.coar-repositories.org/files/Sustainable-best-practices_final2.pdf here].
** This JISC-funded study explored policies on, practices surrounding, and "barriers to the electronic deposit of e-theses." The authors identify a powerful incentive that has not been used to its full potential: "[the] ability to demonstrate the impact of open access theses." Standard metrics, common plug-ins, and "the effective use of third-party resources" are mentioned as recommendations for improving the use of metrics in encouraging e-thesis deposit.  
** The [http://english.cas.cn/ Chinese Academy of Sciences] tracks repository metrics "at the institution-level, research unit-level, or individual researcher-level...[which] can be exported with an excel-formatted file and...used for a variety of purposes in the institution." See details [http://www.coar-repositories.org/files/Sustainable-best-practices_final2.pdf here].
 
** The [http://www.bris.ac.uk/ University of Bristol] developed [http://researchrevealed.ilrt.bris.ac.uk/ ResearchRevealed], a tool that "provides researchers and academic support staff with integrated views over publications, people, departments, groups, grants and both internally and externally obtained funding data...[and] allows academics to quickly capture evidence of their own research impact from external websites, recording this alongside their traditional research outputs data." The project was funded by [http://www.jisc.ac.uk/ JISC], and details may be found [http://researchrevealed.ilrt.bris.ac.uk/files/2012/02/rr-evaluation-report-final.pdf here].
* ''Example''. Callan, Paula. 2004. [http://eprints.qut.edu.au/573/ The development and implementation of a university-wide self-archiving policy at Queensland University of Technology (QUT): Insights from the frontline.] In Institutional Repositories: The Next Stage: November 18–19, 2004, Washington, D.C. SPARC and SPARC Europe.
** The [http://www.umich.edu/ University of Michigan]-hosted [http://www.icpsr.umich.edu/icpsrweb/landing.jsp ICPSR] data repository provides detailed use statistics for each item by unique session (detailing whether just the data, just the documentation, or the data and documentation were downloaded), user (identified by type; i.e., faculty, student, staff, etc.), and downloading institutional member. See comments [http://researchremix.wordpress.com/2013/01/10/first-draft-of-nature-comment/ here].
** Callan's brief piece focuses on the passage of the [http://www.qut.edu.au/ Queensland University of Technology's (QUT's)] self-archiving policy, but concludes by exploring steps that followed to promote uptake. Included in these efforts was the implementation of a statistics feature, which "allows authors to monitor how many times each of their deposited papers is either viewed or downloaded." Authors find the tool particularly useful, and Callan notes that the statistics help in promotion of the repository.
** The [http://www.qut.edu.au/ Queensland University of Technology] provides download statistics to their researchers; see details [http://eprints.qut.edu.au/86146/ here].
 
** [http://www.columbia.edu/ Columbia University] encourages participation in the repository by sending faculty monthly statistics on their work that is available in the IR. The figures include COUNTER-compliant downloads from the previous month and cumulative downloads; listen to details [http://www.rsp.ac.uk/events/implementing-strategies-to-encourage-deposit/ here].
* ''Example''. COAR. 2012. [http://www.coar-repositories.org/working-groups/repository-content/preliminary-report-sustainable-best-practices-for-populating-repositories/2-using-usage-statistics-to-encourage-deposits/ Using usage statistics to encourage deposits.] Preliminary report – Sustainable best practices for populating repositories, COAR.
** [http://www.kyushu-u.ac.jp/english/ Kyushu University] provides citation counts and download numbers for researchers. In addition, the university developed a "researcher database" that is linked with a nuanced feedback system that "analyze[s] co-occurrence on the accesses of the same reader" in usage metrics, which are available to each researcher with authentication. See details [http://hdl.handle.net/2324/18911 here].
** The [http://www.coar-repositories.org/ Confederation of Open Access Repositories (COAR)] has released a preliminary report on their efforts "to collect and disseminate sustainable, replicable best practices related to populating repositories." Included in these initial results is the discussion of usage statistics at the [http://www.st-andrews.ac.uk/ University of St Andrews]. A [http://univstandrews-oaresearch.blogspot.com/2012/02/new-public-stats-now-available-for.html blog posting] by the university's Jackie Proven introduces the details of the page views and download statistics, along with the most viewed works by collection.
** The [http://www.rochester.edu/ University of Rochester's] IR+ provides usage statistics, which are valuable to researchers because "counts provide quantifiable evidence, and [are] a simple and effective way to show how the repository is providing a valuable outlet for their work." See details [http://www.tandfonline.com/doi/abs/10.1080/13614533.2010.509517 here].
 
** The [http://www.qut.edu.au/ Queensland University of Technology's (QUT's)] IR supports a statistics feature, which "allows authors to monitor how many times each of their deposited papers is either viewed or downloaded." See details [http://eprints.qut.edu.au/573/ here].
* ''Example''. Creative Commons Australia. 2010. [http://creativecommons.org.au/research/openarchives Opening Australia’s archives.]  
** The [http://www.st-andrews.ac.uk/ University of St Andrews] provides IR usage statistics. A [http://univstandrews-oaresearch.blogspot.com/2012/02/new-public-stats-now-available-for.html blog posting] by the university's Jackie Proven introduces the details of the page views and download statistics, along with the most viewed works by collection. See details [http://www.coar-repositories.org/files/Sustainable-best-practices_final2.pdf here].
** [http://creativecommons.org.au/ Creative Commons Australia] introduces the principles,  [http://creativecommons.org.au/research/openarchives/opening-australias-archives-open-access-guidelines-version-1 Opening Australia’s Archives Open Access Guidelines Version 1], which aim to serve as "guidelines to set out what open access is and how it may be instituted by a collecting body." The principles are thorough, and sample case studies are provided. Included is a discussion of the [http://www.murdoch.edu.au/ Murdoch University] [http://researchrepository.murdoch.edu.au/ repository ], which uses "access statistics...to create a competitive incentive for submission."
** The [http://www.murdoch.edu.au/ Murdoch University] [http://researchrepository.murdoch.edu.au/ repository] uses "access statistics...to create a competitive incentive for submission." See details [http://creativecommons.org.au/research/openarchives here].
 
** The [http://www.uminho.pt/ University of Minho] offers "value-added services for both authors and readers," which include giving researchers the ability "to check various types of useful statistics about their communities and their deposited information items." The range of statistics include "how many times their deposited items had been downloaded...the countries from which those downloads originated and...how many people read the metadata for the items but had not downloaded the items themselves," and more. See details [http://www.dlib.org/dlib/january08/ferreira/01ferreira.html here], and additional details [http://arno.uvt.nl/show.cgi?fid=68188 here].
* ''Example''. Dorward,  Andrew David, Peter Burnhill, and Terry Sloan. 2012. [http://or2012.ed.ac.uk/2012/07/10/p1b-shared-repository-services-and-infrastructure-liveblog/ The development of a socio-technical infrastructure to support open access publishing though institutional repositories.] P1B: Shared Repository Services and Infrastructure LiveBlog, OR 2012: The 7th International Conference on Open Repositories: July 9-13, 2012, Edinburgh, United Kingdom.
** The [http://www.southampton.ac.uk/ University of Southampton] provides an "integrated statistics service" because "[a]uthors are often keen to know how many people have been accessing their work." See details [http://www.jisc-collections.ac.uk/UKSGFiles/272/UKSGeNews272.pdf here].
** In their introduction of [http://www.repositorynet.ac.uk/blog/ UK RepositoryNet+], an infrastructure that "will offer service support, helpdesk and technical support, and a service directory catalogue for anyone hoping to switch to [green] open access", Dorward et al. note that "benchmarking" tools are in place currently. See the [http://www.repositorynet.ac.uk/benchmarks-statistics/ website] for more information on these "[t]ools that may be useful".
*[http://www.dmu.ac.uk/home.aspx De Montfort University Leicester (DMU)] implemented "[u]pgrades to DSpace allowing for display of statistics on all items." See details [http://www.rsp.ac.uk/documents/get-uploaded-file/?file=DORA%20presentation%20Feb%2010%20270112%20pptx.pptx here].
 
**The [http://escholarship.org/ University of California] provides usage information in eScholarship. See details [http://archive.ifla.org/IV/ifla72/papers/155-Mark_Shearer-en.pdf here].
* ''Example''. Ferreira, Miguel, Eloy Rodrigues, Ana Alice Baptista, and Ricardo Saraiva. 2008. [http://www.dlib.org/dlib/january08/ferreira/01ferreira.html Carrots and sticks: Some ideas on how to create a successful institutional repository.] D-Lib Magazine 14(1/2).
** In an effort to populate its IR, the [http://www.csic.es/web/guest/home Consejo Superior de Investigaciones Científicas] (CSIC) has added "a complete module of statistics...[that lets] the authors measure the effects of depositing their work in [http://digital.csic.es/ Digital.CSIC] on its visibility." See details [http://www.researchinformation.info/features/feature.php?feature_id=183 here], and additional details [http://www.elprofesionaldelainformacion.com/contenidos/2010/septiembre/15.html here].
** Following an initial implementation plan with the release of the [http://www.uminho.pt/ University of Minho's] institutional repository, the university established a four-tiered program to increase "the levels of adoption of the repository," which Ferreira et al. describe. As another of the tiers, the university created "value-added services for both authors and readers," which included giving researchers the ability "to check various types of useful statistics about their communities and their deposited information items." The range of statistics included the following: "how many times their deposited items had been downloaded...the countries from which those downloads originated and...how many people read the metadata for the items but had not downloaded the items themselves," and more.
** The [http://www.southampton.ac.uk/ University of Southampton] encourages author deposit to the institutional repository by providing "usage statistics...to research groups and individuals demonstrating research impact." See details [http://web.archive.org/web/20120604185915/http://arno.uvt.nl/show.cgi?fid=68185 here].
 
** Arthur Sale, of the [http://www.utas.edu.au/ University of Tasmania], discusses citation metrics as a successful means of advocating for deposit. He mentions Anne-Will Harzing’s [http://www.harzing.com/pop.htm Publish or Perish] tool as a way to illustrate "how online access...can be used to develop sophisticated metrics of research impact." These metrics may be used to "deliver a research record summary" for each researcher, which may be used in performance evaluation (though Sale cautions against using institutional repository metrics for promotion). See details  [https://mx2.arl.org/Lists/SPARC-OAForum/Message/5427.html here].
* ''Example''. Kim, Jihyun. 2010. [http://onlinelibrary.wiley.com/doi/10.1002/asi.21336/abstract Faculty self-archiving: Motivations and barriers.] Journal of the American Society for Information Science and Technology 61(9): 1909–1922. [Note: This is a toll access article, requiring subscription.]
** [http://www.butler.edu/ Butler University] uses download metrics, which provide immediate feedback to authors (and deans) on usage, and efforts of the [http://www.uow.edu.au/index.html University of Wollongong] include "activity reports for every participating department [which include] number of items uploaded to the repository, number of downloads, most active authors, and 'fun facts.'" These reports offer authors "a sense of competition and accomplishment," and deans a measure of their department's output, which can aid in promotion decisions. See details [http://digitalcommons.bepress.com/cgi/viewcontent.cgi?article=1003&context=newsletter here].
** Kim surveyed and interviewed 684 faculty members from 17 Carnegie institutions that use DSpace for their institutional repository, and found seven factors to be "significantly related" to deposit behavior: "copyright concerns, additional time and effort, and age...academic reward, altruism, self-archiving culture, and technical skills." Because altruism and self-archiving culture were noted as positive factors relating to deposit in institutional repositories, Kim explored whether the respondents felt that "self-archiving resulted in their research work being cited more frequently"; surprisingly, "the majority of faculty participants...were unaware of the evidence of a citation advantage," which suggests that a greater use of metrics may highlight the advantages of posting work to an institutional repository.  
** The [http://www.manchester.ac.uk/ University of Manchester] is making view and citation metrics available to researchers (requiring authentication), and will begin offering "usage and deposit data as appropriate on public-facing web pages." See details [http://manchesterescholar.blogspot.com/2012/06/institutional-repositories-and.html here].
 
* ''Example''. Knight, Anne. 2012. [http://www.jisc-collections.ac.uk/UKSGFiles/272/UKSGeNews272.pdf UKSG open access – An introduction.] UKSG eNews, Issue 272, 8 June 2012.
** Knight covers the diverse discussions from [http://www.uksg.org/ UKSG's] 2012 open access event, including the presentation by Wendy White on the [http://www.southampton.ac.uk/ University of Southampton's] initiatives that aim to encourage deposit. White mentions the importance of an "integrated statistics service" because "[a]uthors are often keen to know how many people have been accessing their work."
 
* ''Example''. Lunt, Elizabeth. 2012. [http://www.rsp.ac.uk/documents/get-uploaded-file/?file=DORA%20presentation%20Feb%2010%20270112%20pptx.pptx EXPLORER project.] In How embedded and integrated is your repository? February 10, 2012, Nottingham, UK, JISCrte.
** Lunt, of [http://www.dmu.ac.uk/home.aspx De Montfort University Leicester (DMU)], discusses the efforts "aimed to enhance and embed the DMU repository DORA within institutional processes and systems." Included in the University's efforts were "[u]pgrades to DSpace allowing for display of statistics on all items."
 
* ''Example''. Mark, Timothy, and Kathleen Shearer. 2006. [http://ifla.queenslibrary.org/IV/ifla72/papers/155-Mark_Shearer-en.pdf Institutional repositories: A review of content recruitment strategies.] In IFLA 2006: August 20-24, 2006, Seoul, Korea.
** Mark and Shearer provide an "an international review of content recruitment strategies for populating Institutional Repositories," and one of the methods they explore is "providing usage information for the articles." Mark and Shearer note that this is "[one] of the greatest benefits of the institutional repository," because author's are interested in their work being read and cited; they point to the [http://escholarship.org/ University of California's] usage of statistics in eScholarship as an example of this method.
 
* ''Example''. Murray-Rust, Peter. 2011. [http://blogs.ch.cam.ac.uk/pmr/2011/08/19/criteria-for-successful-repositories/?utm_source=feedburner&utm_medium=feed&utm_campaign=Feed%3A+PetermrsBlog+(petermr's+blog) Criteria for successful repositories.] Petermr's blog: A Scientist and the web.
** Murray-Rust offers a list of 20 "principles for success." Included in the list as an actionable suggestion is to "Give depositors massive feedback"; not knowing download statistics (or getting user feedback) "is a massive turnoff" for authors.
 
* ''Example''. Ponsati, Agnès, and Pablo de Castro. 2010. [http://www.researchinformation.info/features/feature.php?feature_id=183 Repository increases visibility.] Research Information.  
**Ponsati and de Castro discuss the [http://www.csic.es/web/guest/home Consejo Superior de Investigaciones Científicas's] (CSIC) efforts to populate its institutional repository, which was launched with an "OA strategy [that] aims mainly to increase the visibility of its research output." As such, the CSIC has added "a complete module of statistics...[that lets] the authors measure the effects of depositing their work in [http://digital.csic.es/ Digital.CSIC] on its visibility."
 
* ''Example''. Pontika, Nancy. 2012. [http://rspproject.wordpress.com/2012/07/18/some-thoughts-on-institutional-repositories/ Some thoughts on institutional repositories.] Repositories Support Project blog.
** Following a presentation at the [http://www.lincoln.ac.uk/home/ University of Lincoln], Pontika offers her "thoughts concerning institutional repositories, their management and value." Pontika posits that demonstrating "who visits your repository, from which part of the world, which material is being downloaded, how many times, etc." is a valuable way to "bring your staff closer to your repository."
 
* ''Example''. Proudman, Vanessa. 2007a. [http://arno.uvt.nl/show.cgi?fid=68185 CECS and SOTON Institutional Repositories, Southampton University, UK. Southampton University: A school institutional repository and a campus-wide one collaborate. One ultimate mission, but different methods and challenges.] Stimulating the population of repositories: A  research project, Tilburg University.
** One of six case studies comprising a larger research project, Proudman also examined Southampton University's efforts to encourage author deposit to the institutional repository. As with other institutions, at Southampton, "usage statistics are provided via the web on demand to research groups and individuals demonstrating research impact."
 
* ''Example''. Proudman, Vanessa. 2007b. [http://arno.uvt.nl/show.cgi?fid=68188 Minho University Institutional Repository. Minho University, Braga, Portugal: A university repository where a mandate to deposit, financial incentives and strong advocacy can transform an IR’s population.] Stimulating the population of repositories: A research project, Tilburg University.
** As one of six case studies comprising a larger research project, Proudman explored Minho University's efforts to encourage author deposit to the institutional repository. Usage statistics have been tracked and distributed to authors, the library board, and others; included are "logs views and downloads on the number of documents by type and date of publication and administrative statistics on the number of users, operations performed, etc." Additional metrics are slated to be added.  
 
* ''Example''. Sale, Arthur. 2010. [https://mx2.arl.org/Lists/SPARC-OAForum/Message/5427.html Advice on filling your repository.] SPARC-OAForum Message 5427.
** Arthur Sale, of the [http://www.utas.edu.au/ University of Tasmania], discusses several methods for increasing deposits, with citation metrics being a successful means of advocating for deposit. He mentions Anne-Will Harzing’s [http://www.harzing.com/pop.htm Publish or Perish] tool as a way to illustrate "how online access...can be used to develop sophisticated metrics of research impact." These metrics may be used to "deliver a research record summary" for each researcher, which may be used in performance evaluation (though Sale cautions against using institutional repository metrics for promotion). Download reports can be helpful for depositing authors.
 
* ''Example''. Smith, Courtney. 2010. [http://digitalcommons.bepress.com/cgi/viewcontent.cgi?article=1003&context=newsletter It’s not just about citation counts anymore: Usage reports incentivize repository participation at Butler and Wollongong.] Digital Commons.
** Courtney Smith writes about [http://www.butler.edu/ Butler University's] use of download metrics, which provide immediate and welcome feedback to authors (and deans) on usage, which appear to be popular: "Time and again, we hear from IR managers something like, 'Once our faculty members start to get those monthly download reports for their articles, they come back to me with more articles to post.'" Efforts by the [http://www.uow.edu.au/index.html University of Wollongong] include "activity reports for every participating department [which include] number of items uploaded to the repository, number of downloads, most active authors, and 'fun facts.'" These reports offer authors "a sense of competition and accomplishment," and deans a measure of their department's output, which can aid in promotion decisions.
 
* ''Example''. University of Manchester. 2012. [http://manchesterescholar.blogspot.com/2012/06/institutional-repositories-and.html Institutional Repositories and measuring research impact.] Manchester eScholar blog.
** In a [http://www.manchester.ac.uk/ University of Manchester] eScholar blog post that opens with a quick discussion of research impact, the question is posed, "how can institutional repositories (IRs) capitalise on this broadening definition of research impact in order to benefit researchers?" In response, the university is making view metrics and citation metrics available to researchers (requiring authentication), and will begin offering "usage and deposit data as appropriate on public-facing web pages."


== Personalization ==
== Personalization ==


* ''Example''. Fenner, Martin. 2010. [http://blogs.plos.org/mfenner/2010/10/26/self-motivated-vs-mandated-archiving/ Self-motivated vs. mandated archiving.] PLoS Blogs: Gobbledygook.
* An institution can create a customizable web presence to feature researchers and their work in the IR. These efforts can potentially create a sense of personalization and community within the broader context of an institutional repository. Examples follow:
** Fenner's list of motivators for self-deposit, from his perspective as an active researcher at [http://www.mh-hannover.de/index.php?&L=1 Hannover Medical School], includes "unambiguously connect[ing content] to their creators" though the use of tools such as [http://about.orcid.org/ Open Researcher & Contributor ID] (ORCID).
** [http://www.boisestate.edu/ Boise State University] offers "individual researcher pages called SelectedWorks sites that highlight the scholarly accomplishments of each faculty member." See details [http://dx.doi.org/10.1080/13614533.2012.717901 here].
 
** A [http://www.coar-repositories.org/ Confederation of Open Access Repositories] (COAR) report notes that the [http://www.hku.hk/ University of Hong Kong] supplies "ResearcherPages" to all faculty, which include "research interests, membership in professional societies and community service, contact information, networks of collaboration...publications...achievements, supervision of research postgraduate students, grants and extensive external bibliometrics data." This same report notes an EPrints plugin, [http://wiki.eprints.org/w/MePrints MePrints], which "extends the user aspect of EPrints with user profiles and homepages," as well as [http://vivoweb.org/ Vivo], "a semantic web platform for researcher administrative information that is being integrated with repositories." See details [http://www.coar-repositories.org/files/Sustainable-best-practices_final1.pdf here].
* ''Example''. Gramstadt, Marie-Therese. 2012. [http://www.ariadne.ac.uk/issue68/gramstadt Kultivating Kultur: Increasing arts research deposit.] Ariadne 68.
** [http://www.columbia.edu/ Columbia University] encourages participation in the repository by creating an individual bit.ly for each faculty member's collection in the repository, which the researcher can then use on grant applications, CVs, and posters; listen to details [http://www.rsp.ac.uk/events/implementing-strategies-to-encourage-deposit/ here].
** Gramstadt explores "current arts research repository landscape in the UK" following the initial Kultur efforts. She mentions a [http://www.vads.ac.uk/kultur2group/casestudies/RCA2011.pdf case study] from the [http://www.rca.ac.uk/ Royal College of Art]. The institution made use of MePrints, which "provides an editable profile as the user’s first point of entry." [Find [http://www.vads.ac.uk/kultur2group/downloads/20110804_eNova.pdf slides] from Gramstadt's 2011 presentation for Repository Fringe 2011, "Embedding institutional research repositories into the culture of arts researchers by enhancing the MePrints profile tool" with screenshots of MePrints for additional information.]
** Findings from a case study of the [http://www.uillinois.edu/ University of Illinois], [http://www.umass.edu/ University of Massachusetts], [http://www.umich.edu/ University of Michigan], [http://www1.umn.edu/twincities/index.html University of Minnesota], and [http://www.osu.edu/ Ohio State University] indicated that "the development of faculty homepages...are quite popular" for increasing deposit participation. See details [http://works.bepress.com/ir_research/30/ here].
 
** The use of tools that "unambiguously connect [content] to their creators", such as [http://about.orcid.org/ Open Researcher & Contributor ID] (ORCID), are listed as motivators for self-deposit from an active researcher at [http://www.mh-hannover.de/index.php?&L=1 Hannover Medical School]. See details [http://blogs.plos.org/mfenner/2010/10/26/self-motivated-vs-mandated-archiving/ here].  
* ''Example''. Li, Chenying, Mingjie Han, Chongyang Hong, Yan Wang, Yanqing Xu, and Chunning Cheng. 2011. [http://www.dlib.org/dlib/july11/chenying/07chenying.print.html Building a sustainable institutional repository.] D-Lib Magazine 17 (7/8): doi:10.1045/july2011-chenying.
** The [http://www.rca.ac.uk/ Royal College of Art] uses [http://wiki.eprints.org/w/MePrints MePrints], which "provides an editable profile as the user’s first point of entry." See details [http://www.ariadne.ac.uk/issue68/gramstadt here] and [http://www.vads.ac.uk/kultur2group/downloads/20110804_eNova.pdf here].
** This work by Li on the [http://www.cau.edu.cn/ China Agricultural University's] institutional repository discusses methods of delivery of content to users; coupled with the "refined and flexible services" that the University's library strives to deliver is the capability for offering "integrated information of individual faculty and staff members, showing an introduction to the individual, media coverage, published books and papers, theses and dissertations of graduate students, teaching activities, research projects and achievements, patents, etc."
** [http://www.cau.edu.cn/ China Agricultural University's] IR offers "integrated information of individual faculty and staff members, showing an introduction to the individual, media coverage, published books and papers, theses and dissertations of graduate students, teaching activities, research projects and achievements, patents, etc." See details [http://www.dlib.org/dlib/july11/chenying/07chenying.print.html here].
 
** The [http://www.narcis.nl/ NARCIS] collaborative project in the Netherlands and the [http://www.rochester.edu/ University of Rochester] are two examples of institutions that "[to] attract researchers...have built researcher bibliographies on top of IR platform, as an alternative access point." See details [http://archive.ifla.org/IV/ifla72/papers/155-Mark_Shearer-en.pdf here].
* ''Example''. Mark, Timothy, and Kathleen Shearer. 2006. [http://ifla.queenslibrary.org/IV/ifla72/papers/155-Mark_Shearer-en.pdf Institutional repositories: A review of content recruitment strategies.] In IFLA 2006: August 20-24, 2006, Seoul, Korea.
** The [http://illinois.edu/ University of Illinois], [http://www.umass.edu/ University of Massachusetts], [http://www.umich.edu/ University of Michigan], [http://www1.umn.edu/twincities/index.html University of Minnesota], and [http://www.osu.edu/ Ohio State University] have varied "successful strategies" of securing content, one of is "the development of faculty homepages which are quite popular." See details [http://smartech.gatech.edu/bitstream/handle/1853/28419/118-449-1-PB.pdf here].
** Mark and Shearer provide an "an international review of  content recruitment strategies for populating Institutional Repositories," and one of the methods they explore is the creation of "researcher bibliographies." Mark and Shearer explain that "[to]  attract researchers, some IRs have built researcher bibliographies on top of IR platform, as an alternative access point." The [http://www.narcis.nl/ NARCIS] collaborative project in the Netherlands and the [http://www.rochester.edu/ University of Rochester's] Researcher Pages are two examples of this strategy.
** The [http://www.gla.ac.uk/ University of Glasgow] works to embed the repository "into the fabric of the institution". Included in these efforts is the "feeding institutional research profile pages" and "[m]anaging author disambiguation." See details [http://www.rsp.ac.uk/documents/get-uploaded-file/?file=Nixon_JISCRTE_Feb2012.ppt here].
 
** [http://www.unl.edu/ University of Nebraska-Lincoln] has added collections of archival material from emeritus professors to the University's IR; for example, a former biological sciences professor, Paul Johnsgard, offered several articles and books for digitization. See details [http://digitalcommons.bepress.com/cgi/viewcontent.cgi?article=1003&context=newsletter here].
* ''Example''. Markey, Karen, Soo Young Rieh, Beth St. Jean, Elizabeth Yakel, and Xingxing Yao. 2009. [http://smartech.gatech.edu/bitstream/handle/1853/28419/118-449-1-PB.pdf Secrets of success: Identifying success factors in institutional repositories.] In 4th International Conference on Open Repositories: May 18-21, 2009, Atlanta, GA. Atlanta: Georgia Institute of Technology.
** Arthur Sale, of the [http://www.utas.edu.au/ University of Tasmania], suggests including a means for researchers to link to an up-to-date and comprehensive list of their deposited papers on their personal website, and provides an [http://eprints.utas.edu.au/410/ example] of his own work. See details [https://mx2.arl.org/Lists/SPARC-OAForum/Message/5427.html here].
** In their discussion of measures of "success" of institutional repositories, Markey et al. indicate "Content recruitment is key because it literally is the core of the IR." The five institutions that were studied ([http://illinois.edu/ University of Illinois], [http://www.umass.edu/ University of Massachusetts], [http://www.umich.edu/ University of Michigan], [http://www1.umn.edu/twincities/index.html University of Minnesota], and [http://www.osu.edu/ Ohio State University]) have varied "successful strategies" of securing content, one of which included "the development of faculty homepages which are quite popular."
** The [http://www.rochester.edu/ University of Rochester's] IR+ includes "contributor pages," which display "statistics...download counts...[and] the most popular work" and give faculty members the ability to "add and remove files and correct metadata". The University also added a "user workspace" that gives researchers "their own web-based file system" to "download-modify-upload" and share works in progress, as well as a "portfolio page" that "gives users control over the presentation of their work." See details [http://www.tandfonline.com/doi/abs/10.1080/13614533.2010.509517 here], and additional resources  [http://www.dlib.org/dlib/january05/foster/01foster.html here] and [http://www.insidehighered.com/news/2010/03/02/repositories here].
 
* ''Example''. Millard, David E., Hugh C. Davis, Yvonne Howard, Patrick McSweeney, Sebastien Francois, Debra Morris, Marcus Ramsden, and Su White. 2010. [http://eprints.soton.ac.uk/271716/ MePrints: Building user centred repositories.] University of Southampton.
** Millard et al. discuss the creation of [http://wiki.eprints.org/w/MePrints MePrints], which serves to "give users a home within a repository, act as a focus for their work, and help them feel more ownership of the work that they deposit." This and other efforts to create personalized researcher spaces with repository add-ons ensure a dynamic "community space" that will ideally draw users in to engage with the repository and the larger community.
 
* ''Example''. Nixon, William J. 2012. [http://www.rsp.ac.uk/documents/get-uploaded-file/?file=Nixon_JISCRTE_Feb2012.ppt E3: The Enlighten embedding experience.] In How embedded and integrated is your repository? February 10, 2012, Nottingham, UK, JISCrte.
** Nixon discusses the [http://www.gla.ac.uk/ University of Glasgow's] efforts to embed their repository "into the fabric of the institution" over time. Included in the University's efforts is the "feeding institutional research profile pages" and "[m]anaging author disambiguation."
 
* ''Example''. Pontika, Nancy. 2012. [http://rspproject.wordpress.com/2012/07/18/some-thoughts-on-institutional-repositories/ Some thoughts on institutional repositories.] Repositories Support Project blog.
** Following a presentation at the [http://www.lincoln.ac.uk/home/ University of Lincoln], Pontika offers her "thoughts concerning institutional repositories, their management and value." Included in her discussion is the benefit of filling "staff directory webpages...by their institutional repository submissions." Doing so ensures "a complete publications list for each author," which helps to "increase both the staffs’ and the institution’s research visibility."
 
* ''Example''. Royster, Paul. 2010. [http://digitalcommons.bepress.com/cgi/viewcontent.cgi?article=1003&context=newsletter Paul Johnsgard’s ''Cranes of the World'' brings a lifetime of content to the IR: How the Nebraska-Lincoln repository developed a substantial, and sometimes unexpected, collection of digital works for one emeritus faculty]. Digital Commons.
** Paul Royster, of the [http://www.unl.edu/ University of Nebraska-Lincoln], discusses the potential for rich additions to institutional repositories to be found in the collection of archival material from emeritus professors. For example, Paul Johnsgard, a former biological sciences professor, offered many articles and several books to be digitized. The out-of-print titles were given a new life, and manuscripts that did not have a commercial market and were never published gained exposure. Johnsgard notes, "I also have been stimulated to undertake or complete some additional writing projects that I never would otherwise have finished [and] Digital Commons has allowed me to make unusually effective use of my time since my retirement...I can still make my contributions matter and my influence felt at a national and international level."
 
* ''Example''. Sale, Arthur. 2010. [https://mx2.arl.org/Lists/SPARC-OAForum/Message/5427.html Advice on filling your repository.] SPARC-OAForum Message 5427.
** Arthur Sale, of the [http://www.utas.edu.au/ University of Tasmania], suggests including a means for researchers to link to an up-to-date and comprehensive list of their deposited papers on their personal website, and provides an [http://eprints.utas.edu.au/es/index.php?action=show_detail_eprint;id=410 example] of his own work.
 
* ''Example''. [http://www.rochester.edu/ University of Rochester]
** ''Example''. Bell, Suzanne, and Nathan Sarr. 2010. [http://www.tandfonline.com/doi/abs/10.1080/13614533.2010.509517 Case study: Re-engineering an institutional repository to engage users.] New Review of Academic Librarianship 16(Supplement 1): 77-89.
*** Bell and Sarr discuss the research project profiling user needs leading to the development of [http://www.rochester.edu/ University of Rochester's] IR+. Beyond the addition of the "contributor pages" to the repository, which included "statistics...download counts...[and] the most popular work" and gave faculty members the ability to "add and remove files and correct metadata," the University added a "user workspace" that gives researchers "their own web-based file system" to "download-modify-upload" and share works in progress, as well as a "portfolio page" that "gives users control over the presentation of their work." Reaction to the updates have been positive, with multidisciplinary uptake in "numbers [that] are unprecedented compared to our previous system."
** Foster, Nancy Fried, and Susan Gibbons. 2005. [http://www.dlib.org/dlib/january05/foster/01foster.html Understanding faculty to improve content recruitment for institutional repositories.] ''D-Lib Magazine'' 11(1): doi:10.1045/january2005-foster.
*** The [http://www.rochester.edu/ University of Rochester’s] [https://urresearch.rochester.edu/viewResearcherBrowse.action “Researcher Page”] offers faculty personalization within its institutional repository. This DSpace add-on enables the “collocation of the material into collections and the labeling of those collections” by each faculty member. Interested faculty build their personal research collection, which can list contact information, research interests, and a photo alongside their work. By doing so, the researcher creates an individualized space within the repository, branding work as her/his own.
** Kolowich, Steve. 2010. [http://www.insidehighered.com/news/2010/03/02/repositories Encouraging open access.] Inside Higher Ed News.
*** The [http://www.rochester.edu/ University of Rochester] has created "an online 'workspace'...where [researchers] can upload and preserve different versions of an article they are working on" in an effort to "to make putting the piece into the repository a seamless part of the work flow." In addition to creating a designated space for researchers to share their works in process, the repository also gives faculty the ability to "archive and organize the articles they have published there on personal 'researcher pages'".
** Suber, Peter. 2006. [http://www.earlham.edu/~peters/fos/2006/10/connecting-authorship-with-self.html Connecting authorship with self-archiving.] Open Access News.
*** Peter Suber comments on the press release of the [http://www.rochester.edu/ University of Rochester's] grant reward from the [http://www.imls.gov/ Institute of Museum and Library Services]; the award was used "to create a new type of authoring system for the next generation of academics, who will then link to our institutional repository for preservation and self-publishing of completed manuscripts." Prior research efforts drove the development efforts for the new system. Find the full press release [http://media-newswire.com/release_1038710.html here].
 
== Promotion ==
 
* ''Example''. Armbruster, Chris. 2011. [http://dx.doi.org/10.1087/20110409 Open access policy implementation: First results compared.] Learned Publishing 24(4): 311–324.
** Armbruster's study explores "open access policy implementation and draws some conclusions about progress so far" at 10 institutions and funding agencies. Included in this discussion are the efforts undertaken at the [http://www.uzh.ch/about_en.html University of Zurich], "an early policy adopter," which includes the university's decision that "only publications registered in the repository are included in the annual reports."
 
* ''Example''. Henderson, Ian. 2010. [http://www.springerlink.com/content/7700u176n83558k7/ Open-access and institutional repositories in fire literature.] Fire Technology: doi:10.1007/s10694-010-0198-1. [Note: This is a toll access article.]
** Henderson discusses the benefits of Canada's [http://www.nrc-cnrc.gc.ca/eng/ibp/irc.html National Research Council's Institute for Research in Construction]. Included in this article is a discussion of the library's role as the "technical and administrative" managers of the deposit of works to the repository. The researchers are "encouraged" to provide their work for deposit with the following incentive: "When a researcher is eligible for promotion, only official bibliographies generated from the NRC-IRC Publications Database are accepted for review by the promotion committee." By implementing this policy, the institutional repository "has become part of the research culture at NRC-IRC."
 
* ''Example''. Pontika, Nancy. 2012. [http://rspproject.wordpress.com/2012/07/18/some-thoughts-on-institutional-repositories/ Some thoughts on institutional repositories.] Repositories Support Project blog.
** Following a presentation at the [http://www.lincoln.ac.uk/home/ University of Lincoln], Pontika offers her "thoughts concerning institutional repositories, their management and value." Included in this discussion is the opportunity to be found in the automated linking of repository deposits with annual research reporting. Doing so "saves a great amount of time of composing these reports yourself, and will also send a message to the institution’s staff that 'if you are not in our repository, you will not be in our report too'!"
 
* ''Example''. Poynder, Richard. 2011. [http://www.richardpoynder.co.uk/Rentier_Interview.pdf The OA interviews: Bernard Rentier, Rector of the University of Liège.] Open and Shut?
** Poynder interviews Rentier, of the [http://www.ulg.ac.be/cms/c_5000/home University of Liege], who discusses the university's mandate, which has encouraged high researcher participation. Central to the success of [http://orbi.ulg.ac.be/?locale=en ORBi] is the fact that only deposited works are factors in "decisions about promoting a researcher, or awarding a grant." Additional measures, such as [http://orbi.ulg.ac.be/stats?locale=en&level=general&page=downviews-series-ulg&tab=3 download statistics] and added features are noted [http://cyber.law.harvard.edu/hoap/Filling_the_repository#Customization.2Fvalue-added_tools above].
 
* ''Example''. Standeford, Dugie. 2012. [http://www.ip-watch.org/2012/04/16/changes-coming-for-open-access-to-research-in-europe/ Changes coming for open access to research in Europe.] Intellectual Property Watch.
** Standeford primarily reports on the [http://www.wellcome.ac.uk/index.htm Wellcome Trust's] [http://www.wellcome.ac.uk/News/Media-office/Press-releases/2012/WTVM055745.htm recent] "[crack] down on researchers who don’t comply with their policies." However, the [http://www.ulg.ac.be/cms/c_5000/home University of Liege] is mentioned as an institution that similarly "require[s] deposit and will only take into account deposited research for performance reviews." For more details, see the January 3, 2009 Open Access Newsletter [http://www.earlham.edu/~peters/fos/2009/01/u-of-liege-oa-mandate-now.html article] that points to an English version of the University's [http://listserver.sigmaxi.org/sc/wa.exe?A2=ind09&L=american-scientist-open-access-forum&D=1&O=D&F=l&S=&P=866 mandate], which indicates that "only those references introduced in ORBi ["Open Repository & Bibliography"] will be taken into consideration as the official list of publications accompanying any curriculum vitæ in all evaluation procedures."
 
== Proxy deposit/harvesting ==
 
* ''Example''. @mire. 2012. [https://atmire.com/website/?q=content/takeaways-peer-project-libraries-and-repositories Takeaways of the PEER Project for libraries and repositories.] News.
** Highlighting the results of the [http://www.peerproject.eu/ Publishing and the Ecology of European Research (PEER)] [http://www.peerproject.eu/reports/#c20 Final Report] that studied "the potential effects of systematic, large-scale deposits of peer-reviewed articles into Open Access repositories", this news report identifies "Key Takeaways for Libraries & Repositories", which include the finding that "'Researchers sympathise with Open Access but don’t see self-archiving as their task – they mainly see this as a task for the libraries.'"
 
* ''Example''. Bayer-Schur, Barbara, Foudil Brétel, Natasa Bulatovic, Gabriella Harangi, Wolfram Horstmann, Friederike Kleinfercher, Rianne Koning, et al. 2009. [http://www.peerproject.eu/fileadmin/media/reports/PEER__D2_2_20091028_v5.pdf D2.2: Final report on the provision of usage data and manuscript deposit procedures for publishers and repository managers.] PEER Report, ECP-2007-DILI-537003.
** In their detailed draft report on the results of the [http://www.peerproject.eu/ PEER] mediated deposit project, Bayer-Schur et al. indicate that the "[s]tandardised workflow set out in this final report enables a core group of interoperable European repositories, capable in theory of accepting material deposited from third party publishers and authors, beyond the project duration." The workflows and procedures are addressed in detail, and the effort is described as an "ongoing negotiation between stakeholder groups comprising publishers and the library/repository community to establish best practice in deposit procedures that are least disruptive of existing publication workflows, while minimizing additional effort in repository ingest activities."
 
* ''Example''. Burnhill, Peter, Pablo de Castro, Jim Dowling, Richard Jones, and Mogens Sandfaer. [http://hdl.handle.net/10016/9257 Handling repository-related interoperability issues: The SONEX Workgroup.] In Pre-Proceedings of the 2nd DL.org Workshop "Making Digital Libraries Interoperable: Challenges and Approaches": September 9-10, 2010, Glasgow, Scotland, ed. Donatella Castelli, Yannis Ioannidis, and Seamus Ross, 45-56.
** Burnhill et al. report on the proceedings from the SONEX workshop, aiming to "describe, analyse and make recommendations on deposit opportunities". Automation and interoperability were highlighted, with an acknowledgment that "Whatever a repository manager holds is potentially of interest to another". Several case studies were highlighted as methods for increasing institutional repository deposit, including institutional/national-level "Current Research Information System...transfer of objects plus agreed metadata into all relevant IRs," publisher deposit on behalf of authors, and "[f]unders and subject repositories as use communities" that "share the work of establishing relationships and technical interfaces" to ensure that publications appear in all relevant repositories.
 
* ''Example''. COAR. 2012a. [http://www.coar-repositories.org/working-groups/repository-content/preliminary-report-sustainable-best-practices-for-populating-repositories/6-full-text-harvesting/ Full text harvesting.] Preliminary report – Sustainable best practices for populating repositories, COAR.
** The [http://www.coar-repositories.org/ Confederation of Open Access Repositories (COAR)] has released a preliminary report on their efforts "to collect and disseminate sustainable, replicable best practices related to populating repositories." Included is the discussion of harvesting work for local deposit, with [http://cairss.caul.edu.au/www/open_access/danny_kingsley/recruiting_material_for_repositories.pdf "suggestions for recruiting content to a repository"] from the [http://www.anu.edu.au/ Australian National University]. It is noted that this "method depends on your university’s technical capabilities and repository content policy."
 
* ''Example''. COAR. 2012b. [http://www.coar-repositories.org/news/sparc-open-access-meeting-notes/ SPARC Open Access Meeting notes.] COAR Newsletter.
** Brief highlights from the [http://www.arl.org/sparc/meetings/oa12/sparc-open-access-meeting-speaker-slides.shtml SPARC 2012 Open Access Meeting], a forum for discussion on "Open Access issues including policy issues, author rights, Open Access publishing, and repositories," are presented. Ellen Finnie Duranceau of [http://web.mit.edu/ MIT] offered a "12-point strategy" for increasing deposit, with "one item of particular note: 'leverage all sources' for acquiring content." MIT's practice of using "automated ingest tools" and "'scrap[ing]' the MIT domain to see what other papers they find within their institutional domain" both increases the number of works in the institutional repository and "send[s] the message to faculty that the library is doing everything they can to get content into the repository before contacting faculty and asking them to find their papers."
 
* ''Example''. Duranceau, Ellen Finnie, and Richard Rodgers. 2010. [http://uksg.metapress.com/content/l437x1631052407r/ Automated IR deposit via the SWORD protocol: An MIT/BioMed Central experiment.] Serials: The Journal for the Serials Community 23(3): 212-214.
** Duranceau and Rodgers, of [http://web.mit.edu/ MIT], discuss the implementation the Institute's partnership with [http://www.biomedcentral.com/ BioMed Central] to harvest "the final published version" of researcher works as a means "of efficiently and automatically populating a repository." The SWORD protocol was used to push the works from BioMed Central to MIT's repository; this efficiency "make[s] it easier for our faculty to make their work openly available."
 
* ''Example''. Frantsvåg, Jan Erik. 2012. [http://nile.lub.lu.se/ojs/index.php/sciecominfo/article/view/5422/4748 The – Hopeless? – Quest for gold.] ScieCom Info 8(1).
** Frantsvåg, of the [http://uit.no/inenglish University of Tromsø], offers commentary on the challenges of securing deposits for the university's institutional repository. Included in his discussion is the process by which the library harvests work, from reviewing publications reports to consulting DOAJ and SHERPA/RoMEO.
 
* ''Example''. Greenberg, Charles J. 2011. [http://openbiomed.info/2011/06/oa-fellows-harvard/ Open Access Fellows (students) facilitate DASH deposits at Harvard.] www.openbiomed.info.
** Greenberg makes note of [http://www.harvard.edu/ Harvard's] employment of students as [http://osc.hul.harvard.edu/dash/fellows Open Access Fellows] as a "[g]ood idea." By "help[ing] faculty to make deposits into DASH, answer[ing] questions about the Open Access Policies, and help[ing] depositors complete metadata descriptions," the fellows help populate the institution's repository on behalf of authors.
 
* ''Example''. Harnad, Stevan. 2010. [http://openaccess.eprints.org/index.php?/archives/748-Funders-Should-Mandate-Institutional-Deposit-and,-if-desired,-central-harvest.html Funders Should Mandate Institutional Deposit (and, if desired, central harvest)]. Open Access Archivangelism.
** In a policy article, Stevan Harnad posits that to increase deposits to institutional repositories, mandates need to be aimed at populating local institutional repositories rather than central repositories, like PubMed. Such a policy would be actionable with software, such as SWORD, that would  "[ensure] central collections are harvested from distributed IRs, rather than being designated as the loci of direct deposit." Central repository collections would still be populated, but the onus on the author would be to deposit only once to their local institution's repository.
 
* ''Example''. Henderson, Ian. 2010. [http://www.springerlink.com/content/7700u176n83558k7/ Open-access and institutional repositories in fire literature.] Fire Technology: doi:10.1007/s10694-010-0198-1. [Note: This is a toll access article.]
** Henderson discusses the benefits of Canada's [http://www.nrc-cnrc.gc.ca/eng/ibp/irc.html National Research Council's Institute for Research in Construction]. Included in this article is a discussion of the library's role as the "technical and administrative" managers of the deposit of works to the repository. As such, the "staff enters all bibliographic information, creates standardized PDFs for the Web, 'alerts' clients to new material available and verifies that new publications are indexed by Internet search engines."
 
* ''Example''. Kounoudes, Alexia, and Marios Zervas. 2011. [http://ktisis.cut.ac.cy/handle/10488/4837 Best practices and policies in institutional repositories development: The Ktisis case.] In 3rd International Conference on Qualitative and Quantitative Methods in Libraries: May 24-27, 2011, Athens, Greece.
** Kounoudes and Zervas discuss general practices for establishing IRs, and then explore the evolution of the [http://www.cut.ac.cy/ Cyprus University of Technology's] [http://ktisis.cut.ac.cy/ Ktisis]. Included in their discussion are the "two existing available methods for submitting an item to Ktisis, either by sending the work by email or [by] using the self-archiving method."
 
* ''Example''. LSHTM Research Online, 2012. [http://lshtmresearchonline.blogspot.com/2012/05/how-and-why-lshtm-research-online-works.html?m=1 How (and why) LSHTM Research Online works and why we need you!.] LSHTM Research Online blog.
** The [http://www.lshtm.ac.uk/ London School of Hygiene & Tropical Medicine (LSHTM)] [http://researchonline.lshtm.ac.uk/ Research Online] blog post, asking researchers to help identify their published works that currently do not appear as deposits, opens with a reminder that the repository "automatically imports records for all current LSHTM staff research which is published [and]...If an article is from an open access journal or you have paid for it to be open access we should have automatically pulled in the publisher’s full text PDF of the article."
 
* ''Example''. Mark, Timothy, and Kathleen Shearer. 2006. [http://ifla.queenslibrary.org/IV/ifla72/papers/155-Mark_Shearer-en.pdf Institutional repositories: A review of content recruitment strategies.] In IFLA 2006: August 20-24, 2006, Seoul, Korea.
** Mark and Shearer provide an "an international review of  content recruitment strategies for populating Institutional Repositories," and two of the methods they explore are "depositing services" and "content harvesting." Mark and Shearer indicate that services that "reduc[e] the workload" for authors are popular, and cite the [http://www.ed.ac.uk/home University of Edinburgh's] library as an institution that will deposit work on the author's behalf, when requested. As an example of a harvesting strategy, the [http://www.gla.ac.uk/ University of Glasgow] is listed as an institution that actively collects content, both from "faculty and departmental  websites" and "publishers that allow self-archiving."
 
* ''Example''. MIT Libraries, 2010. [http://web.mit.edu/newsoffice/2010/open-access-policy.html MIT’s Open Access policy, one year later.] MIT News.
** This MIT News article highlights [http://web.mit.edu/ MIT's] efforts to work with cooperative publishers to support the deposit of MIT author-published work into the institutional repository by "[capturing] copies of the final published PDF for deposit, so that authors do not need to take any action in order to have their articles openly accessible."
 
* ''Example''.  Najko, Jahn, and Mathias Lösch. 2010. [http://libreas.wordpress.com/2010/03/25/projektbericht-automatische-aggregation-wissenschaftlicher-volltexte-fur-die-anreicherung-von-oa-repositorien/ Projektbericht: Automatische Aggregation wissenschaftlicher Volltexte für die Anreicherung von OA-Repositorien.] LIBREAS.Library Ideas. [Note: Translated from German by Google Translate.]
** In light of two projects currently in process at the [http://www.uni-bielefeld.de/International/ Bielefeld University], [http://www.ub.uni-bielefeld.de/biblio/projects/publister.htm PubLister] and [http://www.ub.uni-bielefeld.de/biblio/projects/oai_projekt.htm Automatic enrichment of OAI metadata using computational methods and developing its services for content-based networking of repositories], Najko and Lösch use webometrics to examine whether with "the apparent wealth of personal data publication lists...commercial Web search engines are likely to aggregate in a relatively short time and with comparatively little effort, a critical body of scientific publications." Their results were positive, and they conclude that "by generating automatic extraction of full-text links and their automatic contextualization of using commercial search engines in a short time, a significant list of publications available...can [be found]. If this information is included as an incentive in the service of a university publication, perhaps even combined with the offer to the author, [that] his publications found to integrate semi-automatically in a repository, it could speed up the collection development of electronic documents significantly."
 
* ''Example''. Palmer, Carole L., Lauren C. Teffeau, and Mark P. Newman. 2008. [http://docs.lib.purdue.edu/cgi/viewcontent.cgi?article=1131&context=lib_research Strategies for institutional repository development: A case study of three evolving initiatives.] Library Trends, 57(2): 142-167.
** Palmer et al. offer a case study of three libraries and their approaches to filling their institutional repositories with content. One of the profiled institutions "brokered arrangements directly with publishers to acquire copyrighted, peer-reviewed journal papers written by their faculty" and "coordinated with departments for bulk ingests."
 
* ''Example''. Porter, George S. 2006. [http://www.istl.org/06-summer/viewpoints.html Let's get it started!] Issues in Science and Technology Librarianship 47.
** Porter writes from his experience at the [http://www.caltech.edu/ California Institute of Technology], noting that encouraging deposit is a "sociological and strategic" endeavor. In addition to working with senior researchers, as noted above, Porter suggests harvesting "low-hanging fruit," which includes "the intellectual heritage of your institution from the material which presents the least difficulties with respect to publisher permissions." He also mentions "[o]ther rich sources of readily available content includ[ing]...technical report series, working paper collections, theses, and dissertations."
 
* ''Example''. Proudman, Vanessa. 2007a. [http://arno.uvt.nl/show.cgi?fid=68185 CECS and SOTON Institutional Repositories, Southampton University, UK. Southampton University: A school institutional repository and a campus-wide one collaborate. One ultimate mission, but different methods and challenges.] Stimulating the population of repositories: A  research project, Tilburg University.
** One of six case studies comprising a larger research project, Proudman also examined [http://www.southampton.ac.uk/ Southampton University's] efforts to encourage author deposit to the institutional repository. Because the institutional repository is distributed across the different schools, deposit mechanisms vary and are "largely dependent on their internal administrative and communication structures"; as such, some departments have appointed administrators that deposit works for authors. The university's institutional repository collects these distributed works to be housed centrally, whether full text or metadata only.
 
* ''Example''. Proudman, Vanessa. 2007b. [http://arno.uvt.nl/show.cgi?fid=68180 CERN Document Server. Critical mass gained! Depositing and reclaiming particle physics content.] Stimulating the population of repositories: A  research project, Tilburg University.
** As one of six case studies comprising a larger research project, Proudman explored [http://public.web.cern.ch/public/ CERN's] efforts to encourage author deposit to the institutional repository. Several factors contribute CERN's high deposit rate, including the following: "Departments are responsible for depositing content into the system mainly on behalf of its authors" and "Content not deposited by CERN researchers is harvested by the library." Proxy deposit, therefore, is a key component to CERN's deposit strategy.
 
* ''Example''. Proven, Jackie. 2011. [http://rspproject.wordpress.com/2011/01/10/guest-post-by-jackie-proven-increasing-repository-content-at-st-andrews-using-merit-data/ Increasing repository content at St Andrews using MERIT data.] JISC Repositories Support Project.
** Proven outlines the workflow developed at the [http://www.st-andrews.ac.uk/ University of St Andrews] for finding publications information for the university's researchers that can be submitted to the repository. [http://www.jisc-collections.ac.uk/ JISC Collection's] [https://www.jisc-collections.ac.uk/Project-Merit/ MERIT Project], which is now defunct, developed a database that collected [http://www.rae.ac.uk/ RAE 2008] metadata and added [http://www.sherpa.ac.uk/romeo/ SHERPA/RoMEO] conditions for the publications. Following the collection of potential deposits, library staff could then "[e]mail relevant researchers with a bit of blurb about open access and offer to deposit these outputs on their behalf."
 
* ''Example''. Proven, Jackie, and Janet Aucock. 2011. [http://hdl.handle.net/10023/1824 Increasing uptake at St Andrews: Strategies for developing the research repository.] ALISS Quarterly 6(3): 6-9.
** Proven and Aucock sketch the development of the [http://www.st-andrews.ac.uk/ University of St Andrews] repository, along with strategies that have been used successfully to encourage deposit. Proven and Aucock again mention the value of MERIT's metadata, which can be "easily searched and downloaded," along with the university's use of a new "Current Research Information System (CRIS)," which works together with the repository. With CRIS, "the library can monitor the research outputs added to Pure as researchers update their publication lists, contacting people who are engaging with the system."
 
* ''Example''. Russell, Rosemary, and Michael Day. 2010. [http://www.tandfonline.com/doi/abs/10.1080/13614533.2010.509996 Institutional repository interaction with research users: A review of current practice.] New Review of Academic Librarianship 16(Supplement1): 116-131.
** In their literature review, Russell and Day impress the importance of engaging with one's local research community before launching a repository, so that services best mirror researcher needs at the outset. They also highlight the value of "flexible repository architectures" that enable metadata and content sharing, and harvesting. Russell and Day mention [http://www.economistsonline.org/home# Economists Online] as an example of a subject repository that is populated with content "from 22 institutional repositories across Europe."
 
* ''Example''. Seney, Lauren, and Jim Heller. 2012. [http://www.wm.edu/news/stories/2012/law-scholarship-repository-scores-millionth-download.php Law scholarship repository scores millionth download.] News and events, William & Mary.
** A news release citing the 1 millionth download of a work, two years into the William & Mary Law School Scholarship Repository's existence, notes that at its inception, "under the oversight of librarian Lauren Seney who directed a small army of student assistants, almost 5,000 documents were added in the first six months of the repository's existence.


* ''Example''. Texas Digital Library, 2010. [http://www.tdl.org/2010/09/tdl-releases-vireo-etd-system-opensource-software/ TDL releases Vireo ETD System as open-source software.] News.
== Proxy deposit or harvesting ==
** The [http://www.tdl.org/ Texas Digital Library] created an open source electronic thesis and dissertation management system, [http://sourceforge.net/projects/vireo/ Vireo], providing "an expert management interface that lets graduate offices and libraries move the ETD through the approval workflow and publish it in an institutional repository" once a student has submitted it for approval. Partial funding for the project was made available through an [http://www.imls.gov/ Institute of Museum and Library Services] grant.


* ''Example''. Troll Covey, Denise. 2011. [http://journals.tdl.org/jodi/article/view/2068 Recruiting content for the institutional repository: The barriers exceed the benefits.] Journal of Digital Information, 12(3): 2068.
* An institution can implement complementary methods for gathering content for the repository, in addition to author deposits. These methods can include hiring student workers and dedicating staff time to depositing work on the behalf of authors, partnering with publishers to ingest institutional content into the IR, and pulling content from author websites. Examples follow:
** Troll Covey reports on a detailed study of [http://www.cmu.edu/index.shtml Carnegie Mellon University] researchers and their attitudes toward institutional repositories, both in general and that of the university. Of the several perceived impediments to deposit that were identified from the surveyed community, the time required to send the right version and check the publisher's copyright policy was enough of a deterrent that finding ways to make deposit less time intensive was important. In response, it was suggested that the annual publications reporting system be altered, requiring authors to include metadata and a copy of the final version of their work with each publication that would allow for harvest by library staff.
** Following successful outreach efforts, the [http://www.arts.ac.uk/ University of the Arts London] collected and deposited faculty work to the IR; this effort took time, but created a sort of "tipping point" when faculty saw their populated spaces in the IR. See details [http://uni-of-nottingham.adobeconnect.com/p91snqnsbau/ here].
** A [http://www.coar-repositories.org/ Confederation of Open Access Repositories (COAR)] report notes that [http://www.vt.edu/ Virginia Tech], the [http://www.ub.edu/web/ub/en/ University of Barcelona], and the [http://english.cas.cn/ Chinese Academy of Sciences] harvest work from BioMed Central. See details [http://www.coar-repositories.org/files/Sustainable-best-practices_final1.pdf here].
** The [http://www.hku.hk/ University of Hong Kong] has developed a DSpace [http://cilea.github.io/dspace-cris/ module] that has "the ability to manage, collect and expose data about all the research aspects" which "produces a smooth integration between DSpace items (publications) and other CRIS entities." See details [http://www.coar-repositories.org/files/Sustainable-best-practices_final1.pdf here].
** [http://www.boisestate.edu/ Boise State University] uses a "mediated-deposit model" where library staff find potential depositable works and investigate publisher licensing terms, and then contact faculty for the document to submit to the IR. See details [http://dx.doi.org/10.1080/13614533.2012.717901 here].
** The [http://www.unimi.it/ University of Milan] has integrated their "research information system with the institutional repository," which gathers data from across the university. "Since 2009, it has been mandatory for faculty to upload the metadata from their publications, and full-text is recommended whenever possible." See details [http://www.coar-repositories.org/files/Sustainable-best-practices_final1.pdf here].
** The [http://www.unl.edu/ University of Nebraska-Lincoln] requests faculty CVs and identifies work that can be pulled and posted from a faculty member's website. See details [http://www.tandfonline.com/doi/abs/10.1080/01930826.2011.589340 here].
** As noted in a [http://www.coar-repositories.org/ Confederation of Open Access Repositories (COAR)] report, [http://www.concordia.ca/ Concordia University] "uses publisher’s alerts, maintains a Refworks database of new faculty publications, tags relevant citations, and uses this all as the starting point for faculty outreach to populate their repository."
** [http://www.sun.ac.za/ Stellenbosch University] is [http://bit.ly/garpir auditing] [http://scholar.sun.ac.za/ SUNScholar] to ensure that it is reliable and authoritative. Included in the audit is a scan of the IR's "Generally Accepted Repository Practice," which details the [http://wiki.lib.sun.ac.za/index.php/SUNScholar/Guidelines/Step_10 automatic] and [http://wiki.lib.sun.ac.za/index.php/SUNScholar/Populating manual] methods for ingesting work into SUNScholar. See details [http://wiki.lib.sun.ac.za/index.php/SUNScholar/Audit/Section_6 here].
** The [http://web.archive.org/web/20120123173751/http://rubric.edu.au/ Regional Universities Building Research Infrastructure Collaboratively (RUBRIC)] project developed "a collection of Python scripts and xsl transformations that enable data migration from various data sources to institutional repositories"; see details of this migration toolkit [http://web.archive.org/web/20120206064156/http://rubric.edu.au/RUBRIC_Toolkit/index.htm here].
** [http://www.columbia.edu/ Columbia University] encourages participation in the repository by providing a CV review service for faculty: library staff review publications from an author's CV and then contact the faculty member for files that may be deposited to the repository; listen to details [http://www.rsp.ac.uk/events/implementing-strategies-to-encourage-deposit/ here].
** The [http://www.wooster.edu/ College of Wooster] has [https://www.youtube.com/watch?v=O9iTYO9VKfo developed a script] "that will automate PDF permissions lookup in Sherpa Romeo," which enables the user to easily determine whether a publisher's PDF of a work may be downloaded and deposited to an IR. The script is available for download [http://pastebin.com/sXknBHDq here].
** Findings from a case study of the [http://www.uillinois.edu/ University of Illinois], [http://www.umass.edu/ University of Massachusetts], [http://www.umich.edu/ University of Michigan], [http://www1.umn.edu/twincities/index.html University of Minnesota], and [http://www.osu.edu/ Ohio State University] indicated that "negotiating with publishers to include faculty content" in the institution's IR is a successful way to recruit content. See details [http://works.bepress.com/ir_research/30/ here].
** The [http://www.csic.es/web/guest/home Consejo Superior de Investigaciones Científicas] (CSIC) provides a "Mediated Archiving Service" to their faculty by which the library deposits work on behalf of researchers. See details [http://digital.csic.es/bitstream/10261/52123/4/Digital_CSIC_2011_eng.pdf here].
** The [http://www.anu.edu.au/ Australian National University] offers a discussion of harvesting work for local deposit. See details [http://www.coar-repositories.org/working-groups/repository-content/preliminary-report-sustainable-best-practices-for-populating-repositories/6-full-text-harvesting/ here] and [http://cairss.caul.edu.au/www/open_access/danny_kingsley/recruiting_material_for_repositories.pdf here].
** [http://web.mit.edu/ MIT] efforts to increase content in their IR follow a "12-point strategy," including the use of "automated ingest tools" and "'scrap[ing]' the MIT domain to see what other papers they find within their institutional domain." See details [http://www.arl.org/sparc/meetings/oa12/sparc-open-access-meeting-speaker-slides.shtml here].
** [http://web.mit.edu/ MIT] also partners with [http://www.biomedcentral.com/ BioMed Central] to harvest "the final published version" of researcher works. The SWORD protocol is used to push the works from BioMed Central to MIT's repository. See details [http://uksg.metapress.com/content/l437x1631052407r/ here] and details on the Institute's extended publisher partnerships [http://web.mit.edu/newsoffice/2010/open-access-policy.html here].
** The [http://uit.no/inenglish University of Tromsø's] library harvests work for the repository by reviewing publications reports and consulting DOAJ and SHERPA/RoMEO to determine whether a work may be deposited. See details [http://nile.lub.lu.se/ojs/index.php/sciecominfo/article/view/5422/4748 here].
** [http://www.harvard.edu/ Harvard] employs students as [http://osc.hul.harvard.edu/dash/fellows Open Access Fellows] to "help faculty to make deposits into DASH, answer questions about the Open Access Policies, and help depositors complete metadata descriptions". See details [http://openbiomed.info/2011/06/oa-fellows-harvard/ here].
** Canada's [​http://archive.nrc-cnrc.gc.ca/eng/ibp/irc.html National Research Council's Institute for Research in Construction's] library serves as a "technical and administrative" manager of the deposit of works to the repository. As such, the "staff enters all bibliographic information, creates standardized PDFs for the Web, 'alerts' clients to new material available and verifies that new publications are indexed by Internet search engines." See details [http://www.springerlink.com/content/7700u176n83558k7/ here]. Note: This is a toll-access article.
** The [http://www.cut.ac.cy/ Cyprus University of Technology's] [http://ktisis.cut.ac.cy/ Ktisis] repository offers "two existing available methods for submitting an item...either by sending the work by email or [by] using the self-archiving method." See details [http://ktisis.cut.ac.cy/handle/10488/4837 here].
** The [http://www.lshtm.ac.uk/ London School of Hygiene & Tropical Medicine (LSHTM)] [http://researchonline.lshtm.ac.uk/ Research Online] repository "automatically imports records for all current LSHTM staff research which is published [and]...If an article is from an open access journal or...[is paid] open access....the publisher’s full text PDF of the article" will be ingested. See details [http://lshtmresearchonline.blogspot.com/2012/05/how-and-why-lshtm-research-online-works.html?m=1 here].
** The [http://www.gla.ac.uk/ University of Glasgow's] [http://www.lib.gla.ac.uk/daedalus/index.html Daedalus] project team has used different methods for harvesting work: they have contacted faculty who post their work on their personal websites, asking permission to collect this work for the repository; pulled work from PubMed Central and requested deposit permission from the author; and searched journals that grant deposit permission for Glasgow-authored works, whom they then approached to confirm whether the author would grant deposit. See details [http://www.ariadne.ac.uk/issue39/mackie here].
** The [http://www.ed.ac.uk/home University of Edinburgh's] library deposits work for the university's authors, when requested; and the [http://www.gla.ac.uk/ University of Glasgow] actively collects content, both from "faculty and departmental  websites" and "publishers that allow self-archiving." See details [http://archive.ifla.org/IV/ifla72/papers/155-Mark_Shearer-en.pdf here].
** In a case study of three anonymous libraries and their approaches to filling their institutional repositories with content, one of the profiled institutions "brokered arrangements directly with publishers to acquire copyrighted, peer-reviewed journal papers written by their faculty" and "coordinated with departments for bulk ingests." See details [http://docs.lib.purdue.edu/cgi/viewcontent.cgi?article=1131&context=lib_research here].
** The [http://www.caltech.edu/ California Institute of Technology] harvests "low-hanging fruit" for the repository, which includes "the intellectual heritage...from the material which presents the least difficulties with respect to publisher permissions" and "[o]ther rich sources of readily available content includ[ing]...technical report series, working paper collections, theses, and dissertations." See details [http://www.istl.org/06-summer/viewpoints.html here].
** At [http://www.southampton.ac.uk/ Southampton University] deposit efforts are varied because the institutional repository is distributed across the university's different schools. One method that is used is for departments to appoint administrators to deposit works for authors. See details [http://web.archive.org/web/20120604185915/http://arno.uvt.nl/show.cgi?fid=68185 here].
** [http://public.web.cern.ch/public/ CERN's] high deposit rate can be attributed to several factors, including the following: "Departments are responsible for depositing content into the system mainly on behalf of its authors" and "Content not deposited by CERN researchers is harvested by the library." See details [http://web.archive.org/web/20120605193425/http://arno.uvt.nl/show.cgi?fid=68180​ here].
** The [http://www.st-andrews.ac.uk/ University of St Andrews] repository uses a new "Current Research Information System (CRIS)," which works together with the repository. With the CRIS, "the library can monitor the research outputs added to PURE as researchers update their publication lists, contacting people who are engaging with the system." See details [http://hdl.handle.net/10023/1824 here] and information the University's work on the similar, but now-defunct, MERIT project [http://rspproject.wordpress.com/2011/01/10/guest-post-by-jackie-proven-increasing-repository-content-at-st-andrews-using-merit-data/ here].
** The [http://law.wm.edu/ William & Mary Law School] repository, at its inception, was filled by "a small army of student assistants...[who added] almost 5,000 documents...in the first six months of the repository's existence." See details [http://www.wm.edu/news/stories/2012/law-scholarship-repository-scores-millionth-download.php here]. 
** The [http://www.tdl.org/ Texas Digital Library] created an open source electronic thesis and dissertation management system, [http://sourceforge.net/projects/vireo/ Vireo], providing "an expert management interface that lets graduate offices and libraries move the ETD through the approval workflow and publish it in an institutional repository" once a student has submitted it for approval. See details [http://www.tdl.org/2010/09/tdl-releases-vireo-etd-system-opensource-software/ here], and instillations of Vireo at [http://etd.tamu.edu/ Texas A&M], [https://wikis.tdl.org/tdl/Vireo/Texas_Tech_beta Texas Tech], and [http://etd.lib.utexas.edu/etd_lib_utexas_edu.html the University of Texas at Austin].
** [http://www.cmu.edu/index.shtml Carnegie Mellon University] may be exploring a change to its the annual publications reporting system, that is, by requiring authors to include metadata and a copy of the final version of their work with each publication that would allow for harvest by library staff. See details [http://journals.tdl.org/jodi/article/view/2068 here].
** The [http://www.bca.bw/ Botswana College of Agriculture (BCA)] library staff undertake efforts of "content harvesting, digitization of print materials, and the creation of metadata," which populate the repository. [Note: BCA's institutional repository is not publicly released yet; currently it is being used as an internal resource, which will presumably change once the "development" stage is complete.] See details [http://journals.sfu.ca/iaald/index.php/aginfo/article/view/127 here].
** Repositories from the [http://www.unimelb.edu.au/ University of Melbourne], [http://www.uq.edu.au/ University of Queensland], [http://www.qut.edu.au/ Queensland University of Technology], [http://www.southampton.ac.uk/ University of Southampton], [http://www.strath.ac.uk/ University of Strathclyde], [http://www.gla.ac.uk/ University of Glasgow], and [http://www.lunduniversity.lu.se/ Lund University] were studied, and rather than "disciplinary culture" being a strong indicator of deposit rate, an institutional mandate and a strong liaison program, which offers deposit support, is "an efficient and effective practice that is capable of making the content size of an IR larger." See details [http://dx.doi.org/10.1016/j.acalib.2007.09.020 here].
** [http://library.web.cern.ch/library/ CERN's Library] "believes it retrieves bibliographic records for almost 100% of CERN's own documents." The high rate of full-text articles in CDS is attributable to a long-standing policy and digitization efforts by the library staff; additionally, CERN has permission from the American Physical Society to upload CERN-authored content to the CDS. See details [http://library.web.cern.ch/library/Webzine/12/papers/2/ here].


* ''Example''. Wordofa, Kebede Hundie, and Poloko Ntokwane-Oseafiana. 2009. [http://journals.sfu.ca/iaald/index.php/aginfo/article/view/127 Open access and institutional repositories in agricultural sciences: The case of Botswana College of Agriculture (BCA).] Agricultural Information Worldwide 2(3): 120-128.
** Wordofa and Ntokwane-Oseafiana define open access and institutional repositories and discuss their benefits, particularly as related to researchers in developing countries, before describing the institutional repository development process at the [http://www.bca.bw/ Botswana College of Agriculture (BCA)]. Included is the intensive work of the library staff on "content harvesting, digitization of print materials, and the creation of metadata," which populate the repository. [Note: BCA's institutional repository is not publicly released yet; currently it is being used as an internal resource, which will presumably change once the "development" stage is complete.]


* ''Example''. Xia, Jingfeng. 2007. [http://dx.doi.org/10.1016/j.acalib.2007.09.020 Assessment of self-archiving in institutional repositories: Across disciplines.] The Journal of Academic Librarianship, 33(6): 647–654. [This is a toll-access work.]
----
** Xia examines seven repositories in this article to verify whether discipline influences deposit rate, as posited elsewhere. Repositories from the [http://www.unimelb.edu.au/ University of Melbourne], [http://www.uq.edu.au/ University of Queensland], [http://www.qut.edu.au/ Queensland University of Technology], [http://www.southampton.ac.uk/ University of Southampton], [http://www.strath.ac.uk/ University of Strathclyde], [http://www.gla.ac.uk/ University of Glasgow], and [http://www.lunduniversity.lu.se/ Lund University] were combed for data, and Xia discovers that rather than "disciplinary culture" being a strong indicator of deposit rate, an institutional mandate and a strong liaison program, which offers deposit support, is "an efficient and effective practice that is capable of making the content size of an IR larger."


* ''Example''. Yeomans, Joanne. 2006. [http://library.web.cern.ch/library/Webzine/12/papers/2/ CERN's Open Access E-print Coverage in 2006: Three Quarters Full and Counting.] High Energy Physics Libraries Webzine.
Return to the [[Good_practices_for_university_open-access_policies|table of contents]].
** Joanne Yeomans, of the [http://library.web.cern.ch/library/ CERN Library], discusses the CERN Document Server's (CDS) coverage. "Metadata harvesting is performed at such a level that the Library believes it retrieves bibliographic records for almost 100% of CERN's own documents." The high rate of full-text articles in CDS is attributable to a long-standing policy and digitization efforts by the library staff; additionally, CERN has permission from the American Physical Society to upload CERN-authored content to the CDS.

Latest revision as of 15:52, 9 January 2017

  • Adopting an OA policy is easier than implementing one, and the hardest part of implementing a "green" or repository-based policy is to insure the deposit of all the work that ought to be deposited. This section covers incentives for authors to deposit their work themselves, as well as other methods, human and machine, for getting their work into the repository. It could be considered a subsection within the section on Implementing a policy. But because it's so large, we're making it a section to itself.

Advocacy and education

  • An institution can reach out to its community to educate researchers on the benefits of OA, the benefits of deposit in the repository, and the mechanics of the deposit process. The idea is to explain the policy, generate interest, alleviate concerns, answer objections, and remove impediments to deposit. Examples follow:
    • The University of the Arts London has focused advocacy efforts on delivering personalized outreach to faculty with "floor walking": meeting with faculty to walk through a deposit and solicit feedback on the process and answer questions. This outreach has lead to technical improvements and developed critical personal relationships. Goldsmiths, University of London developed outreach material and then used this material as the foundation for outreach presentations. Both institutions indicated that to be effective in arts advocacy it is critical to understand the department's culture and establish a relationship with faculty. See details of both programs here.
    • A case study of the University of Strathclyde's IR notes that the university offers "training sessions and information about how to publish the documents in the repository". See details here; note this is a toll-access article.
    • The JISC-funded Repositories Support Project provides some answers to "Common issues raised in advocacy" here, as mentioned in a Confederation of Open Access Repositories (COAR) report; see details here.
    • The University of Nairobi Library has partnered with the Medical Students Association of Kenya "to reach students, faculty and University Management Board, populate the institutional repository and introduce an open access mandate." See details here and here.
    • The Jomo Kenyatta University of Agriculture and Technology has been raising community awareness about the University's IR through workshops, one-on-one visits with faculty, online and print promotion, and peer training. See details here.
    • Stellenbosch University is auditing SUNScholar to ensure that it is reliable and authoritative. Included in the audit is a scan of the IR's "Generally Accepted Repository Practice," which details the promotion efforts for the IR, including a help guide, social media outreach efforts, and more. See details here.
    • The Queensland University of Technology (QUT) suggests working with influential faculty to gain "early adopters" of the institutional repository, for example, "late-career academics" and "high-status researchers," who could then serve as advocates for deposit. QUT also recommends partnering with department and school administrators by offering on-site training and providing details on participation and download rates by department/school; see details here.
    • Columbia University's efforts to encourage faculty participation in the repository begin with robust outreach, which includes going to new student orientations, attending department meetings, and offering workshops. Rebecca Kennison notes that being visible and tailoring the message to the audience is critical; listen to details here.
    • Massey University offers an "Introduction to eResearcher" presentation to faculty, which includes a description of what eResearcher is and how it works; details may be found here.
    • In 2006 the University of Southern Queensland developed a marketing plan for their repository, which included actions aimed at specific audiences to "[i]Increase awareness and knowledge" of the repository and open access efforts to "increase confidence of academic and general staff in submission processes"; see details of the plan here.
    • Findings from a case study of the University of Illinois, University of Massachusetts, University of Michigan, University of Minnesota, and Ohio State University indicated that "convincing key faculty to contribute" to the institution's repository is a fruitful "means of bringing others along". See details here.
    • A survey of content recruitment strategies found that 5 of 7 institutions studied used "promotional activities," including workshops, presentations, informational brochures, and websites to inform their constituents about the "submission procedure" and " benefits that are involved when making your thesis available online". The seven institutions surveyed were Boston College, University of Hong Kong, Stellenbosch University, University of Helsinki, North Carolina State University, University of Manitoba, and Brigham Young University. See details here.
    • The Consejo Superior de Investigaciones Científicas (CSIC) launched an advocacy campaign for OA Week 2012 that shares researcher stories about why they deposit their work into the IR. See details here. CSIC also publishes a newsletter that shares internal strategies for filling the repository. See details here, but note the newsletter is only available in Spanish. Last, CSIC strengthened the institution's "training and awareness" program, details of which may be found here.
    • JISC provides a Research Information Management infoKit and Digital Repository infoKit, the latter of which provides "a practical 'how to' guide to setting up and running digital repositories." A section within the "Management Framework" discussion reviews methods for institutional change, which offers practical tips on advocacy, culture change, crafting a core message, advocacy options, and advocacy activities. Some of these methods are illustrated with examples of activities taken by particular institutions. See details here.
    • A University College London study explores policies on, practices surrounding, and "barriers to the electronic deposit of e-theses" in the United Kingdom. Several of the identified concerns could be alleviated with education. See details here.
    • The Queensland University of Technology (QUT) uses targeted outreach efforts, including workshops with discipline-specific messages, and library liaisons participate heavily in the education and outreach process. See details here.
    • A detailed report from the Confederation of Open Access Repositories (COAR) on "sustainable, replicable best practices related to populating repositories" discusses advocacy efforts at the Digital Repository Federation (DRF) in Japan, including building relationships, "always [being] visible," and creating a tailored message (find the full DRF report here). The COAR report also covers efforts at the Universität Konstanz which rely heavily on building personal connections to recruit content and develop allegiances (find the full Konstanz report here).
    • Four case study sketches explore the advocacy efforts of the University of Zimbabwe, Kamuzu College of Nursing, the University of Latvia, and the University of Khartoum. See details here.
    • The University of Exeter's detailed advocacy plan aims to reach to encourage use of RePosit. Methods are tailored to the different audiences, and social media is used "as much as possible" because it is quick, easy, and has a wide reach. See details here.
    • The University of Minho has established a four-tiered program to increase "the levels of adoption of the repository," which includes a promotional plan of activities, such as, "evangelis[ing] within our faculty...by means of presentations, papers, interviews, news in the press, promotional materials, flyers, websites." See details here.
    • The Kultivate project works "to increase the rate of arts research deposit." As such, it has developed a toolkit to support repository managers and staff in the development of an advocacy plan to encourage deposit of visual arts researchers "in both a visual and textual way". See details here.
    • Central to the University of Central Lancashire's IR's launch was the partnership that was established with the research community at the outset to not only gather content for the repository, but "[embed] the Repository within the University strategic goals and operational workflows at a high level to ensure its sustainability through ongoing population by research, teaching and learning and other project output". The outreach for this partnership started early in the process and included continual representation of and engagement with the research community. See details here.
    • ETH, MIT, and the University of Rochester use outreach strategies such as "branding the programme and raising awareness of the issue(s)...making the IR attractive to potential depositors...reinforcing a positive attitude and encouraging conditions that make depositing work in an IR an attractive option...[and] seeking to establish two-way communication and the involvement of the target audience." See details here.
    • Following a library survey conducted at University of Jyväskylä, which revealed that participating faculty had several common misconceptions about the deposit process, permissions, and the repository's function, the library aims to clarify the deposit process and the role of researchers therein. See details here.
    • The Centre for Research Communications, University of Nottingham's Bill Hubbard discusses author concerns about depositing their work in institutional repositories. Foremost is that peer-reviewed work is listed alongside grey literature, but there are also concerns about "infringing copyright and infringing embargo periods;...the paper not having been 'properly edited by the publisher'; not knowing of a suitable repository; a concern about plagiarism or unknown reuse; then not knowing how to deposit material in a repository and not knowing what a repository was." In response, Hubbard notes that education and "continued, repetitive, hard slog advocacy of the basics" will ease these concerns. See details here.
    • A University of Cambridge and University of Highlands and Islands project aimed to increase deposits to, satisfaction in, and "institutionalisation" of the institutional repository with "a technical integration tool which connected the Virtual Research Environment (VRE) to the IR." Communication and relationship building are described as "vital" to the program's success, because "the focus had to remain on the institutionalisation of the IR." See details here.
    • The University of Southampton offers IR advocacy in many forms; the library "provide[s] training and guidance, including bespoke and one-to-one training, not just on the use of the repository but on topics such as OA in general, e-theses, bibliometrics, data management and current awareness." See details here.
    • Cameroon's University of Buea used a "start small...to ensure functionality and effectiveness" plan to gather content from the faculty: the IR was first populated with "postgraduate theses." Currently advocacy efforts are underway to ensure the larger university community supports deposits to the IR. See details here.
    • Following the initial implementation of the repository Ktisis, the Cyprus University of Technology's library staff focused on its promotion, which included the "develop[ment of] information services...using help pages, user guides, flyers, etc." to address copyright concerns of researchers and help them "understand the benefits that the institutional repository can offer." See details here.
    • A study at Oregon State University surveyed Thomson Reuters' Journal Citation Reports and SHERPA RoMEO to determine whether "core journals in a discipline...allow[ed] pre- or post-print archiving in their copyright transfer agreements." With this list, library staff approached faculty with "scholarly communication issues such as author’s rights and open access" as a means of opening the discussion to encourage deposit to the institutional repository. See details here.
    • De Montfort University Leicester (DMU) "aimed to enhance and embed the DMU repository DORA within institutional processes and systems." Advocacy work, as a component of the EXPLORER project, involved a "targeted approach" that ran for the duration of the project, from events to blog posts and "advocacy materials," as well as demonstrations. See details here.
    • The University of Glasgow's created a Daedalus project board that included faculty members, recruited OA-supportive faculty to submit early content, and offered presentations and other events to introduce the project to the community. See details here.
    • The University of Rochester created "a 'crib sheet' for librarians of responses to faculty questions and concerns about the IR". Other examples of IR promotional methods are detailed here.
    • The University of Illinois, University of Massachusetts, University of Michigan, University of Minnesota, and Ohio State University have varied "successful strategies" of securing content, one of which includes "convincing key faculty to contribute as a means of bringing along others." See details here.
    • Rollins College library involved faculty in periodical reviews when canceling titles as a practical means of opening discussion on campus about scholarly communication; OA journals and repositories were then introduced as an alternative to the subscription model. The different stakeholders received different advocacy messages; for example, "the provost was interested in institutional reputation, the Dean of Faculty by the idea of a stable repository of faculty publications, IT and the librarians in a hosted solution...which did not involve much staff time and expertise [and]...the faculty...in more visibility for their own research and a policy that was flexible." See details here.
    • The University of Glasgow is working to embed their repository "into the fabric of the institution" over time. Included in these efforts are "Open Access advocacy activities" and "[r]unning training courses for departmental staff and administrators about Open Access, [the] Policy and Repository." See details here.
    • Kalamazoo College's institutional repository development has involved many constituents; these populations - library and IT staff, deans, faculty, and administrative assistants - require outreach for success, including fostering "a sense of community ownership" and "buy in." See details here.
    • A case study of three libraries and their approaches to filling their institutional repositories with content shows that all three institutions employed advocacy for the institutional repository to acquire content, from faculty outreach with library liaisons to instructional presentations and branding and marketing of the repository. See details here.
    • The University of Northampton is working to "modify university procedures for submission to NECTAR, increase researcher involvement, encourage the deposit of full content and further embed NECTAR in researcher workflows"; included in the university's plan to do so is to "provide a programme of appropriate training, advocacy and promotional activity." Several "presentations" and "training sessions" have been delivered. See details here.
    • At the California Institute of Technology encouraging deposit is a "sociological and strategic" endeavor. To be successful in recruiting researcher support, it has been important to work toward securing senior faculty as early adopters, who "may view the proposition [of deposit] as a capstone/culmination/collected works project for their career." By supporting this argument with data, a convincing position may be made that "content in the IR is highly visible and read." These identified "opinion leaders" can become fruitful partners in the deposit of work to the institutional repository. See details here.
    • Outreach for the institutional repository at the University of Southampton is strong, ranging from providing presentations and one-on-one support, to offering "Help and Information," and "engag[ing] people on all levels involved in the depositing process." See details here.
    • An institutional repository liaison was hired at Minho University to provide author support, which included outreach efforts such as introductory and "refresher" presentations, promotional materials, a help desk, and more. See details here.
    • The University of St Andrews' repository development has included strategies that have been used successfully to encourage deposit. Simply put, "Actual staff on the ground devoting substantial time to interaction with researchers is crucial." In addition to added services that are headed by librarians, "[p]romotion of the repository can raise awareness amongst our academics of the issues around copyright and full text dissemination, and influence attitudes towards open access." See details here.
    • Work from the California Polytechnic State University offer "[b]asic marketing principles and how to apply them to marketing an institutional repository within a higher education setting." See details here. Note: This is a toll-access work.
    • The Instituto Politécnico de Castelo Branco's institutional repository has implemented a "diffusion strategy," including conferences and newsletters, which is used to educate the community about the presence of the repository. See details here.
    • Georgia State University has been working "to increase awareness about OA in general and provide practical information to GSU faculty about their 'copy rights.'" New faculty were targeted with an outreach campaign that included "Peter Suber’s new book Open Access from MIT Press...a bookmark explaining OA; information on the university’s institutional repository, the Digital Archive @ GSU; and contact information for a subject specialist librarian in the faculty member’s field." The marketing campaign also included "academic deans and other key administrators on campus" and has positively received. See details here.
    • Open University identifies advocacy and development as the cornerstones for building an institutional repository collection without a mandate. The advocacy methods have been varied, from using social media for promotional efforts to attending department meetings. The efforts have attracted "63% of the OU’s journal output published in 2008 and 2009" and the repository managers are "getting around 36 full-text deposits per week, compared to a low of 2 per week before the advocacy/development campaign." See details here.
    • The University of Stellenbosch offers several suggestions for "internal" and "external" marketing efforts to garner support for an institution's repository. Included as examples are "presentations," "demonstrations," and "individual appointments" for marketing the repository and generating interest in deposit. See details here.
    • An Open Access Week poster from the London School of Economics and Political Science clearly illustrates the value added from depositing in the LSE Research Online institutional repository in several bullet points: high visibility, professional profiles with accurate and comprehensive content, and copyright compliance. These benefits serve as a counterpoint to common author practices for posting their work on "personal webpages." This simple advocacy tool highlights major talking points.
    • The University of Glasgow reports on the University's efforts "to create an Open Access Repositories Resource Pack (OARRPack) for the UK’s Open Access Implementation Group (OAIG)," the end goal of which is "a mix of the high level information necessary to enact institution-wide policy changes and the practical details needed in order to implement these policy changes." OAIG's research pack provides "Information and guidance", which includes a section on advocacy and cultural change. There are links to "Key resources", tips for crafting "a clear message about why an institution’s repository is important, and why people need to engage with it," and sample institutions that have led successful advocacy campaigns: the University of Liège, University of Southampton, and Queensland University of Technology. Find a video by William Nixon, of the University of Glasgow, on the resource pack. See details here.
    • The Welsh Repository Network offers several solutions to common challenges for repository deposits. Education is highlighted as important for generating buy-in to the institutional repository across many fronts: from gaining high-level support, which will create an "integration with other [university] systems and processes" and can lay the foundation for an institution-wide mandate, to building an understanding across the community of users of the benefits of depositing their work into the repository (e.g., a wider readership, public funding issues, author rights and copyright, etc.). See details here.
    • Joanne Yeomans, of the CERN Library staff introduces new staff to the deposit process and uses an internal bulletin to remind staff to deposit work. Future plans include following up with authors about specific works that have not yet been deposited. See details here.
    • Furman University librarians developed a year-long "expert speaker" program aimed at educating faculty about “open access, altmetrics, author’s rights, and other relevant topics.” Processes are detailed for soliciting speakers and organizing such programming on campus. See details here.
    • Miami University library partnered with the Center for the Enhancement of Learning, Teaching, and University Assessment to implement a year-long outreach program that pulled faculty, students, and staff together to learn about "open access, journal economics, predatory publishing, alternative metrics (altmetrics), open data, open peer review, etc." The program was developed with a focus on community development, discussion, and group participation. See details here.
    • The Georgia Southern University library integrated PlumX altmetrics with its IR in 2014, and "marketed" the integrated package to faculty, department heads, and deans through brochures, chat sessions, demonstrations, and PlumX reports, to help faculty understand how their work was being used. It also reported on the results to the larger public.

Automated deposit tools

  • Institutions can use automated deposit tools to increase the ease of participation in repository deposit. These tools help to streamline, automate, or standardize the deposit process to encourage participation. Examples follow.
  1. BibApp "matches researchers on your campus with their publication data and mines that data to see collaborations and to find experts in research areas." Find the press release announcing BibApp here. Instances of BibApp may be found at the University of Illinois at Urbana-Champaign, Marine Biological Library Woods Hole Oceanographic Institution Library, and University of Kansas Medical Center.
    • Hannover Medical School uses tools such as BibApp, which "showcases the scholarly work done by a particular researcher, research group, department or institution" to motivate researchers to self-deposit. See details here.
    • In a 2009 survey of OpenDOAR-registered institutional repositories that studied copyright clearance activities, BibApp is noted as a tool that can be used to "formaliz[e] permissions workflows." That BibApp "automatically checks citations for deposit policy in SHERPA/RoMEO" reduces the individual effort of authors and library staff in copyright clearance associated with deposit. See details here.
  2. DepositMO "seeks to embed a culture of repository deposit into the everyday work of researchers. The project extended the capabilities of repositories to exploit the familiar desktop and authoring environments of its users, specifically, to deposit content directly from Microsoft Word and Windows Explorer." See details here and here.
    • DepositMO was introduced at a "JISC Programme meeting" as a way to upload images to streamline the deposit process. See details here.
  3. DepositMOre is “working with selected repository partners to build and apply new discovery and deposit tools and to show statistically MOre deposits in these repositories,” resulting from use of DepositMO tools.
  4. Deposit Strand aims "make it easier to deposit into repositories. The projects will identify and implement good practice and technical solutions that can be shared with other institutions, ultimately leading to better populated open access repositories with increased benefit to the researcher, the sector and the economy." See additional details of the deposit tools here.
  5. Direct User Repository Access (DURA) aims to "embed institutional deposit into the academic workflow of the researcher at almost no cost to the researcher." The proprietary "upcoming Mendeley module" that resulted from the JISC-funded project's efforts works with Symplectic's Elements software to allow researchers to "synchronise their personal Mendeley profiles with their Elements account at their institution; and most importantly, take advantage of the rich file sharing capabilities of Mendeley." See details here.
  6. EasyDeposit is an "open source SWORD client creation toolkit. With EasyDeposit you can create customised SWORD deposit web interfaces from within your browser. You can choose the steps which the user is presented with, change their order, [and] edit the look and feel of the site so that it matches your institution."
    • As a follow-on to the 2009 development of EasyDeposit, multiple-repository-deposit functionality has been added to this script. See details here.
    • EasyDeposit was born out of a need to have "a generic SWORD deposit interface toolkit that allowed new deposit systems to be easily created." Two examples from the University of Auckland Library illustrate how Easy Deposit helps to make deposits easier for projects/constituents with specific, singular needs: Ph.D. candidates' thesis deposit and the archiving of a technical report series. See details here.
  7. Open Archives Initiative's Protocol for Metadata Harvesting (OAI-PMH) "provides an application-independent interoperability framework based on metadata harvesting." For details on the history and foundations of institutional repositories and the importance of standards to repository interoperability to enable the "harvesting, searching, depositing, authentication, and describing [of] contents," see here.
  8. Open Access Repository Junction (OA-RJ) is "an API that supports redirect and deposit of research outputs into multiple repositories."
  9. Open Depot "ensure[s] that all academics worldwide can share in the benefits of making their research output Open Access. For those whose universities and organisations have an online repository, OpenDepot.org makes them easy to find. For those without a local repository, including unaffiliated researchers, the OpenDepot is a place of deposit, available for others to harvest."
  10. Organisation and Repository Identification (ORI) is "a standalone middleware tool for identifying academic organisations and associated repositories. This project will improve the ORI functionality developed for the Open Access Repository Junction (OA-RJ) and OpenDepot.org by EDINA and establish it as an independent middleware component made openly available for any third party application to use." See details here.
  11. PUMA aims to integrate deposit into an author's workflow as follows: "the upload of a publication results automatically in an update of both the personal and institutional homepage, the creation of an entry in BibSonomy, an entry in the academic reporting system of the university, and its publication in the institutional repository." See details here.
  12. RePosit "seeks to increase uptake of a web-based repository deposit tool embedded in a researcher-facing publications management system." The project's blog details the work of the group members, "University of Leeds (Chair), Keele University, Queen Mary University of London, University of Exeter and University of Plymouth, with Symplectic Ltd." See details here.
    • A University of Cambridge and University of Highlands and Islands project aimed to increase deposits to, satisfaction in, and "institutionalisation" of the institutional repository with "a technical integration tool which connected the Virtual Research Environment (VRE) to the IR." The tool was successfully developed and implemented, and deposits since have increased: "The number of IR communities has doubled and the number of collections has tripled." See details here.
  13. Repository Junction (RJ) Broker is "a standalone middleware tool for handling the deposit of research articles from a provider to multiple repositories." A June 2013 project update notes that RJ Broker's trial with Nature Publishing Group and Europe PubMed Central is complete (and was successful), and the development and transition to RJ Broker as a service is underway. Additionally, MIT is "working on a data importer for DSpace." See details here.
  14. Simple Web-service Offering Repository Deposit (SWORD) "is a lightweight protocol for depositing content from one location to another." Find an introductory video on SWORD 2.0 here.
    • BioMed Central briefly describes its partnership with MIT "to set up an automatic feed of MIT articles...The SWORD protocol allows the institutional repository to receive newly published articles from any of BioMed Central's 200+ journals as soon as they are published, without the need for any effort on the part of the author and streamlining the deposit process for the repository administrator." See details here.
    • SWORD is identified in a Confederation of Open Access Repositories (COAR) report on "replicable best practices related to populating repositories" as a "deposit mechanism [that] offers a unified ingestion service and guarantees a robust transfer of manuscripts." Included in this discussion are PEER-created guidelines on "deposit, assisted deposit and self‐archiving" facilitated by SWORD. See details here.
    • The SWORD protocol is used to push the works from BioMed Central to MIT's repository; this efficiency "make[s] it easier for our faculty to make their work openly available." See details here.
    • The SWORD protocol is flexible, enabling deposit to repositories from publishers, the researcher's desktop, and more. These "different use cases, how they fit into the scholarly lifecycle, and how SWORD facilitates them" are illustrated with examples. See details here.
    • SWORD has application in arXiv deposits, including "ingest from various sources" and "deposit to Data Conservancy". Because arXiv was an "early adopter" of SWORD, it has "> 5000 accepted submissions" from the protocol. See details here.
    • The University of Auckland uses SWORDv2 and a simplified user interface to deposit dissertations the University's IR. This process means students don't need to have a user profile or a deep understanding of the repository. The University of Oxford uses SWORDv2 in their data repository, DataFlow, which allows for asynchronous record creation. See details of both projects here.

Copyright support

  • An institution can provide copyright support to depositing authors, which may include services such as publisher negotiation, copyright education, and version control.
    • The Alliance for German Science Organizations has negotiated licensing terms that allow several German research centers to "to deposit published articles into repositories, within the context of their content licenses." A Confederation of Open Access Repositories (COAR) report details this and other similar efforts by the Swedish BIBSAM Consortium and Finnish FinELib Consortium. See details here.
    • A Confederation of Open Access Repositories (COAR) report on "sustainable, replicable best practices related to populating repositories" discusses the copyright clearance efforts of five institutions, including Griffith University, to make deposit easier for authors. These activities range from advising authors to contacting publishers to secure clearance. See details here.
    • The University of Minho created "value-added services for both authors and readers," which included "help pages and user guides...to aid authors with the decision of whether or not they could publish their materials in Open Access IRs without infringing any previous copyright releases they may have already signed." See details here.
    • Results of a survey conducted at the Cyprus University of Technology revealed that forthcoming efforts should be made by the library to "[d]evelop [an] author addendum policy." See details here.
    • Copyright remains a particular concern for artists, and the [​http://www.vads.ac.uk/ Visual Arts Data Service (VADS)] has "produced guidelines and scenarios...to ‘allay fears, misconceptions and ignorance in respect of copyright and IPR’" with the aim to increase deposit through copyright education and support. See details here.
    • The University of Southampton's initiatives that aim to encourage deposit include the library providing "guidance on copyright" to researchers. See details here.
    • A London School of Hygiene & Tropical Medicine (LSHTM) Research Online blog post indicates that "our team who are experienced in navigating open access publisher policies...will check all rights on your behalf and advise you as to what we can make freely available." See details here.
    • The University of Glasgow provides copyright support for authors by exploring permissions agreements and contacting publishers with licensing questions directly. See details here.
    • Cornell University is an institution that offers researcher assistance in "checking copyright permissions, negotiating with publishers, [and] requesting final manuscript versions from faculty." See details here.
    • The University of Illinois, University of Massachusetts, University of Michigan, University of Minnesota, and Ohio State University have varied "successful strategies" of securing content for deposit, one of which included "negotiating with publishers to include faculty content." See details here.
    • The University of Glasgow's efforts to embed their repository "into the fabric of the institution" over time included the library's role in "[c]larifying and assisting researchers with © status of their publications [and] liaising with publishers." See details here.
    • The Oregon State University Library has partnered with the "OSU Advancement News and Communication" office to ensure that the works profiled by the News and Communication group have been deposited in the repository; a wider readership for the faculty member is thus secured and "the appropriate research article [is] deposited." See details here.

Customization and value-added tools

  • An institution can create tools or offer services as add-ons to repository software that offer value to the depositing researcher. Examples follow:
    • MIT collects use stories from people who have downloaded articles from DSpace. See details here.
    • Peter Lu, a research associate at Harvard University, has called for repository functionality that automatically generates a researcher's bibliography as a value-added service.
    • Boise State University manages its "Author Recognition bibliography" in the IR: "'Not only is faculty scholarship included in the comprehensive university bibliography, it is also showcased as part of their department’s collection and on their SelectedWorks site. If a faculty member’s work is part of the repository, then it is a part of the bibliography and included in all the related promotional activities.'" This has increased downloads and "raise the profile of the repository among faculty members." See details here and here.
    • Stellenbosch University is auditing SUNScholar to ensure that it is reliable and authoritative. Included in the audit is a scan of the IR's "Generally Accepted Repository Practice", which details the "[c]ustomisation of the repository is usually required to make it fit for the purpose it was created", including "collections", "submissions", and "search". See details here.
    • The Queensland University of Technology offers a "researcher page," which publicizes an individual's research output in a customizable format. QUT also suggests that researchers "embed the URL into their email signature"; see details here.
    • An active researcher at Hannover Medical School, Martin Fenner, created a list of motivators for self-deposit, which includes institutional repositories hosting "primary research data" and integrating the repository content with journal submission. An example of such a tool that Fenner mentions is eSciDoc, which "include[s] storing, manipulating, enriching, disseminating, and publishing not only of the final results of the research process, but of all intermediate steps as well." See details here.
    • The University of Minho's institutional repository "has been actively involved in the development of add-ons" for DSpace to improve its functionality. Examples of these add-ons are those that enable the sharing of statistics, "request[ing] a copy," a controlled vocabulary, commenting, and recommending. See details here.
    • In a case study of three anonymous libraries and their approaches to filling their institutional repositories with content, one of the institutions employs a "software specialist who leads repository design customizations and functionality enhancements," which are tailored to meet "the needs and interests of faculty." See details here.
    • The Consejo Superior de Investigaciones Científicas's (CSIC's) efforts to populate its institutional repository include a near-term goal to create APIs that will enable publication lists from the institutional repository to be repackaged "as annual-report-building-applications, author or departmental web pages or standardised CV formats". See details here. Additional "improvements in the platform" are discussed in the CSIC's annual report, including embargo functionality, bibliographic export capability, and social bookmarking features.
    • The University of Liege's repository has been successful from efforts that "demonstrate to our authors that the system has actually been designed for their own benefit." For example, the repository "provides a single point of entry, but multiple output options, thereby allowing them to generate CVs and publication lists etc.; and it provides a tool to evaluate the quality of their research; and an efficient personal marketing tool." See details here.
    • Six institutional repositories were studied (including the University of Minho, University of Southampton, and CERN) to discover their methods to encourage author deposit. Several "services" are noted that add value for users in all six case studies; for example, automated publication lists, data storage, and RSS feeds were offered, depending on the needs of the local environment. A table illustrates the numerous value-added services that are provided. See details here.
    • Cornell's VIVO and the University of Oxford's BRII projects are noted examples of institutions with IRs that are "integrating them [repositories] into a much wider context of diverse information systems." See details here.
    • The University of Southampton, University of Stirling, and the University of Minho all provide "‘Request-a-copy’...‘Email Eprint Request’...‘Fair Dealing’...[or] ‘Fair Use’ Button[s]." EPrints and DSpace both have this functionality developed, which allows works that are either under embargo or restricted from OA distribution by publisher demand to still be deposited and shared in a limited fashion, so that "Researchers from all disciplines can be confident that the couple of clicks required to give a fellow researcher access to their Closed Access article is legal... and fair." See details here.
    • The Open University identifies development as one of the cornerstones for building an institutional repository collection without a mandate. The development methods were varied, ranging from creating "gatekeeper controlled groups" to offering embedded feeds. See details here.
    • Carnegie Mellon University conducted a study of their researchers, who indicated that providing added value from deposit in the repository was critical. Researchers would value "a service or benefit they earnestly want but don’t currently have". Examples of such efforts that were raised in focus groups include the following: integrated systems, so that updates to personal/lab websites would update the repository; citation generators for end-of-year reporting; data and media deposit, along with supplemental materials; etc. See details here.

Ease of use

  • An institution can create systems or put workflows in place to make the deposit process easier for the author. Examples follow:
    • Todd Rogers of Harvard's Kennedy School has suggested various methods to help encourage faculty deposits. He has recommended providing faculty with a sticker of the URL for the IR's deposit interface, which faculty could stick on their computer as an immediate reminder to deposit work when they submit work for publication. Rogers has also suggested partnering with a school's media office to either collect faculty publications when the media office is alerted to a new publication, or work with the faculty to alert the media office of their publications, if this is a school requirement.
    • A case study of the University of Strathclyde's IR notes that the university has a robust help section, "simple and advanced search," and accessibility support, as well as a "[q]uality policy" and suggestion box. See details here; note this is a toll-access article.
    • The University of Iowa's Iowa Research Online uses metadata crosswalks to "[repurpose] nonMARC metadata from ProQuest" to create new records in the repository, reducing redundancy of effort. See details here.
    • A presentation by Georgia State University's Tammy Sugarman details how catalogers "provide quality control...select keywords...[and] create new metadata and input materials into the IR on a submitter’s behalf," which benefits both the depositor and the end user. See details here.
    • The Queensland University of Technology suggests several options for "remov[ing] disincentives" for deposit; for example, converting native format files, reducing the number of mandatory fields, and checking publishers' deposit policies. See details here.
    • Columbia University encourages ease of participation in the repository by creating a one-time sign-off for proxy deposit. Once the researcher has signed this agreement, library staff check for new content from that author; listen to details here.
    • The Glasgow School of Art's repository, RADAR, was integrated with the university's website and now has an updated user interface. This new "system [is] based on usability, design, aesthetics and user needs" and has "Improved support for non-text deposits." See details here.
    • The University for the Creative Arts has developed a toolkit that "describes processes and workflows" surrounding the preparation for and deposit of works to the university's institutional repository. The files have been made available for reuse by other institutions. See details here.
    • The Royal College of Art has worked closely with a group of researchers to understand their workflow and needs to ensure that the "easy upload and curation of multiple documents and objects into repository records" was supported. A guide is in development for "collecting data, preparing files, clearing content for publication, [and the] deposit workflow." The case study is available, and details may be found here.
    • The University of Southampton aims to encourage deposit by developing tools "to help researchers deposit such as import and export functions, XML, reference managers, DOI, and integration with other services such as PubMed and WOK." See details here.
    • Consejo Superior de Investigaciones Científicas (CSIC) populates its institutional repository with an "OA strategy [that] aims mainly to increase the visibility of its research output." Informational sessions are delivered to each department, and deposits are "synchronized" in that metadata are pulled off of departmental websites and input to the repository by IT staff, leaving the researchers with the task of simply uploading the work at the appropriate time. A proposed project is to couple the CSIC's repository with subject repositories so that authors need to deposit their paper to only one location, with interoperability ensuring that the work appears in all relevant repositories. See details here.
    • The Texas Digital Library created an open source electronic thesis and dissertation management system, Vireo, that offers a simple interface for students to submit their completed theses and dissertations. Partial funding for the project was made available through an Institute of Museum and Library Services grant. See details here.
    • Symplectic Elements has been adopted by the California Digital Library (CDL) to harvest publications subject to the University of California's OA Policy. “Elements will closely monitor publication sources…for any new materials published by UC authors” and will “collect as much information about that publication as possible and contact the author(s) by email for confirmation and manuscript upload.” By implementing Elements, CDL will streamline and automate the deposit process. See details here.
    • Pennsylvania State University and George Mason University are partnering to develop enhancements to "Zotero’s archiving capabilities by linking to ScholarSphere, Penn State’s institutional repository service...[which] will allow Penn State faculty, students and staff to claim and deposit self-authored works securely in ScholarSphere via Zotero." An additional anticipated feature will include increased discovery of journal publications through RSS feeds. See details here.
    • ETH Zurich has streamlined the deposit of work from E-Citations, the University's "official reference source...[for] internal annual report[ing]," to E-Collection, the University's IR. Authors now have "the option [to] ’Publish in E-Collection’" when they enter citations in E-Citations, "which enables [them] to upload a full text directly for publication in ETH E-Collection." See details here.

Embedding

  • An institution can encourage deposit by folding the repository into the reporting processes and workflows, making deposit a routine practice. Examples follow:
    • Tyler Walters, of Virginia Tech, notes that by "automatically captur[ing] metadata as defined by the data producers and provid[ing] ways for researchers to mark up their data," institutional repositories "are increasingly being designed to support research groups 'from beginning to end.'" Additionally, "toolkits designed to support different ways to view and work with data..., support collaboration and communication by research teams, and provide general tools to support working groups" have embedded repositories into research "ecosystems". See details here.
    • The University of Southampton has worked to integrate the IR "into research management systems, which combine publications data with profiles of grant income, research income, and citation metrics...[which] are being used to support REF." See details here.
    • The University of Glasgow aims to "develop a workflow which would enable us to add content systematically on a University-wide basis." This idea is borne out of the publication gathering that is undertaken for the Research Assessment Exercise; a seamless process could be established in which "each faculty or department would create and maintain a locally held publications database," from which the repository could then pull content. See details here.
    • Six participants of the “JISC Repositories: take-up and embedding” (JISCrte) project discuss the challenges of embedding repositories, which include "the variety of ways advocating and marketing for the institutional repository; the difficulties met with the technical skills and reaching the PVC agenda; and, the importance of MePrints and the practice of embedding repositories." The program's presentations are available, as are project reports from the eight institutions: De Montfort University, University of Hull, Glasgow School of Art, Middlesex University, University of Northampton, Visual Arts Data Service, University of the Creative Arts, and University of the Arts London. See details here.
    • The "PURE implementations at the Universities of St Andrews and Aberdeen are designed to access their institutional repositories for full-text data," and the "University of York is also currently implementing PURE, which will be integrated with their existing publications and multimedia repositories." These institutions are integrating their repositories and Current Research Information Systems, so metadata and full text of research outputs are seamlessly shared. See details here.
    • The University of Aberdeen, Northampton University, and University of Dundee undertook efforts to embed their IRs. See details here, and a self-assessment tool here.

Funding allocation

  • An institution can make internal funding depend on deposit in the repository. Funds can be distributed to individual researchers or to a collective unit (e.g., lab, department, school).
    • When the Universidad Carlos III de Madrid evaluates internal funding requests from department and institute applicants, the university takes into account the commitment of the department/institute to deposit their researchers' work in the IR. See details here.
    • Since 2005 the University of Minho has used a system that employs a tiered scoring structure to award money to departments based on their faculty body's "commitment in the implementation of the [self-archiving] policy." Points are awarded to each document based on type and date of publication. See here and here for details.
    • Oslo University College uses a weighted system to award internal research funding to individual researchers: those who deposit their work to the repository receive full credit, whereas those who do not receive half-credit; these points are then used to determine funding distribution. See here for details.

Internal use

  • When faculty are up for promotion, tenure, awards, or internal funding, the institution might limit its review of their journal articles to those on deposit in the institutional repository. Or it might require deposit in the repository as the sole method for submitting journal articles for review by the committee.
    • The University of Minho requires that internal reporting of research output must link to the full-text version of the work in the IR; this follows directly from the University's strategic plan. The University uses Scopus and Web of Science to monitor author compliance with the institution's policy. See details here.
    • The University of Zurich "only [includes] publications registered in the repository" in annual reporting. See details here.
    • Canada's National Research Council's Institute for Research in Construction review committee uses "only official bibliographies generated from the NRC-IRC Publications Database" when considering the promotion of their researchers. See details here; note this is a toll-access article.
    • The University of Liege has a policy that only deposited works are factors in "decisions about promoting a researcher, or awarding a grant" and "only those references introduced in ORBi [Open Repository & Bibliography] will be taken into consideration as the official list of publications accompanying any curriculum vitæ in all evaluation procedures." See details here and here.
    • For more examples and detail, see our recommendation on this point in the implementation section of the guide.

Metrics

  • An institution can provide metrics as a value-added feature of the repository. These metrics can be publicly available or accessible only to the author, and can include download and view counts, among others. Examples follow:
    • The University of Edinburgh uses Google Analytics to determine how the IR is used and count the number of downloads. The metrics are presented in DSpace with the Google Analytics API. The University of Northampton uses IRStats, Google Analytics, and custom reports to identify total downloads, usage, and author and administrative activity. Northampton delivers metrics data to deans and research leads. The University of Bath uses Pure and IRStats for reporting and outreach purposes, to encourage deposit. See details on the methods of all three institutions here.
    • The University of Huddersfield is an IRUS-UK participant. The detailed statistics that the University has collected first from Google Analytics and then IRStats (an EPrints feature) and now IRUS-UK have helped to increase IR deposits. Reporting to individuals and schools has been particularly effective. See details here and learn more about IRUS-UK here.
    • Mark MacGillivray of Cottage Labs has detailed methods for collecting and using metrics in an RSP webinar. An example of powerful metrics gathering and display is the Open Knowledge Foundation's use of FacetView. See details here.
    • Plum Analytics's PlumX both "imports records seamlessly from EPrints, dSpace, and bepress" and "feed[s] metrics back into repositories." Utah State University and the University of Pittsburgh currently use PlumX. Rush Miller of the University of Pittsburgh presented on this project at the ALA Annual Conference in 2013. See details here.
    • The University of Nebraska-Lincoln identifies a sample faculty work to deposit, asks the author for permission to deposit the work, and then delivers download statistics on use. As a result, faculty will occasionally provide additional work for deposit. Additionally, faculty get download statistics monthly on the use of their work in the IR. See details here.
    • A Confederation of Open Access Repositories (COAR) report notes that PLoS has made their Article-Level Metrics API available for open use, which allows repositories "to track article usage and exposure through various channels and social networks." PLoS FAQs may be found here and details may be found here.
    • The Chinese Academy of Sciences tracks repository metrics "at the institution-level, research unit-level, or individual researcher-level...[which] can be exported with an excel-formatted file and...used for a variety of purposes in the institution." See details here.
    • The University of Bristol developed ResearchRevealed, a tool that "provides researchers and academic support staff with integrated views over publications, people, departments, groups, grants and both internally and externally obtained funding data...[and] allows academics to quickly capture evidence of their own research impact from external websites, recording this alongside their traditional research outputs data." The project was funded by JISC, and details may be found here.
    • The University of Michigan-hosted ICPSR data repository provides detailed use statistics for each item by unique session (detailing whether just the data, just the documentation, or the data and documentation were downloaded), user (identified by type; i.e., faculty, student, staff, etc.), and downloading institutional member. See comments here.
    • The Queensland University of Technology provides download statistics to their researchers; see details here.
    • Columbia University encourages participation in the repository by sending faculty monthly statistics on their work that is available in the IR. The figures include COUNTER-compliant downloads from the previous month and cumulative downloads; listen to details here.
    • Kyushu University provides citation counts and download numbers for researchers. In addition, the university developed a "researcher database" that is linked with a nuanced feedback system that "analyze[s] co-occurrence on the accesses of the same reader" in usage metrics, which are available to each researcher with authentication. See details here.
    • The University of Rochester's IR+ provides usage statistics, which are valuable to researchers because "counts provide quantifiable evidence, and [are] a simple and effective way to show how the repository is providing a valuable outlet for their work." See details here.
    • The Queensland University of Technology's (QUT's) IR supports a statistics feature, which "allows authors to monitor how many times each of their deposited papers is either viewed or downloaded." See details here.
    • The University of St Andrews provides IR usage statistics. A blog posting by the university's Jackie Proven introduces the details of the page views and download statistics, along with the most viewed works by collection. See details here.
    • The Murdoch University repository uses "access statistics...to create a competitive incentive for submission." See details here.
    • The University of Minho offers "value-added services for both authors and readers," which include giving researchers the ability "to check various types of useful statistics about their communities and their deposited information items." The range of statistics include "how many times their deposited items had been downloaded...the countries from which those downloads originated and...how many people read the metadata for the items but had not downloaded the items themselves," and more. See details here, and additional details here.
    • The University of Southampton provides an "integrated statistics service" because "[a]uthors are often keen to know how many people have been accessing their work." See details here.
    • De Montfort University Leicester (DMU) implemented "[u]pgrades to DSpace allowing for display of statistics on all items." See details here.
    • The University of California provides usage information in eScholarship. See details here.
    • In an effort to populate its IR, the Consejo Superior de Investigaciones Científicas (CSIC) has added "a complete module of statistics...[that lets] the authors measure the effects of depositing their work in Digital.CSIC on its visibility." See details here, and additional details here.
    • The University of Southampton encourages author deposit to the institutional repository by providing "usage statistics...to research groups and individuals demonstrating research impact." See details here.
    • Arthur Sale, of the University of Tasmania, discusses citation metrics as a successful means of advocating for deposit. He mentions Anne-Will Harzing’s Publish or Perish tool as a way to illustrate "how online access...can be used to develop sophisticated metrics of research impact." These metrics may be used to "deliver a research record summary" for each researcher, which may be used in performance evaluation (though Sale cautions against using institutional repository metrics for promotion). See details here.
    • Butler University uses download metrics, which provide immediate feedback to authors (and deans) on usage, and efforts of the University of Wollongong include "activity reports for every participating department [which include] number of items uploaded to the repository, number of downloads, most active authors, and 'fun facts.'" These reports offer authors "a sense of competition and accomplishment," and deans a measure of their department's output, which can aid in promotion decisions. See details here.
    • The University of Manchester is making view and citation metrics available to researchers (requiring authentication), and will begin offering "usage and deposit data as appropriate on public-facing web pages." See details here.

Personalization

  • An institution can create a customizable web presence to feature researchers and their work in the IR. These efforts can potentially create a sense of personalization and community within the broader context of an institutional repository. Examples follow:
    • Boise State University offers "individual researcher pages called SelectedWorks sites that highlight the scholarly accomplishments of each faculty member." See details here.
    • A Confederation of Open Access Repositories (COAR) report notes that the University of Hong Kong supplies "ResearcherPages" to all faculty, which include "research interests, membership in professional societies and community service, contact information, networks of collaboration...publications...achievements, supervision of research postgraduate students, grants and extensive external bibliometrics data." This same report notes an EPrints plugin, MePrints, which "extends the user aspect of EPrints with user profiles and homepages," as well as Vivo, "a semantic web platform for researcher administrative information that is being integrated with repositories." See details here.
    • Columbia University encourages participation in the repository by creating an individual bit.ly for each faculty member's collection in the repository, which the researcher can then use on grant applications, CVs, and posters; listen to details here.
    • Findings from a case study of the University of Illinois, University of Massachusetts, University of Michigan, University of Minnesota, and Ohio State University indicated that "the development of faculty homepages...are quite popular" for increasing deposit participation. See details here.
    • The use of tools that "unambiguously connect [content] to their creators", such as Open Researcher & Contributor ID (ORCID), are listed as motivators for self-deposit from an active researcher at Hannover Medical School. See details here.
    • The Royal College of Art uses MePrints, which "provides an editable profile as the user’s first point of entry." See details here and here.
    • China Agricultural University's IR offers "integrated information of individual faculty and staff members, showing an introduction to the individual, media coverage, published books and papers, theses and dissertations of graduate students, teaching activities, research projects and achievements, patents, etc." See details here.
    • The NARCIS collaborative project in the Netherlands and the University of Rochester are two examples of institutions that "[to] attract researchers...have built researcher bibliographies on top of IR platform, as an alternative access point." See details here.
    • The University of Illinois, University of Massachusetts, University of Michigan, University of Minnesota, and Ohio State University have varied "successful strategies" of securing content, one of is "the development of faculty homepages which are quite popular." See details here.
    • The University of Glasgow works to embed the repository "into the fabric of the institution". Included in these efforts is the "feeding institutional research profile pages" and "[m]anaging author disambiguation." See details here.
    • University of Nebraska-Lincoln has added collections of archival material from emeritus professors to the University's IR; for example, a former biological sciences professor, Paul Johnsgard, offered several articles and books for digitization. See details here.
    • Arthur Sale, of the University of Tasmania, suggests including a means for researchers to link to an up-to-date and comprehensive list of their deposited papers on their personal website, and provides an example of his own work. See details here.
    • The University of Rochester's IR+ includes "contributor pages," which display "statistics...download counts...[and] the most popular work" and give faculty members the ability to "add and remove files and correct metadata". The University also added a "user workspace" that gives researchers "their own web-based file system" to "download-modify-upload" and share works in progress, as well as a "portfolio page" that "gives users control over the presentation of their work." See details here, and additional resources here and here.

Proxy deposit or harvesting

  • An institution can implement complementary methods for gathering content for the repository, in addition to author deposits. These methods can include hiring student workers and dedicating staff time to depositing work on the behalf of authors, partnering with publishers to ingest institutional content into the IR, and pulling content from author websites. Examples follow:
    • Following successful outreach efforts, the University of the Arts London collected and deposited faculty work to the IR; this effort took time, but created a sort of "tipping point" when faculty saw their populated spaces in the IR. See details here.
    • A Confederation of Open Access Repositories (COAR) report notes that Virginia Tech, the University of Barcelona, and the Chinese Academy of Sciences harvest work from BioMed Central. See details here.
    • The University of Hong Kong has developed a DSpace module that has "the ability to manage, collect and expose data about all the research aspects" which "produces a smooth integration between DSpace items (publications) and other CRIS entities." See details here.
    • Boise State University uses a "mediated-deposit model" where library staff find potential depositable works and investigate publisher licensing terms, and then contact faculty for the document to submit to the IR. See details here.
    • The University of Milan has integrated their "research information system with the institutional repository," which gathers data from across the university. "Since 2009, it has been mandatory for faculty to upload the metadata from their publications, and full-text is recommended whenever possible." See details here.
    • The University of Nebraska-Lincoln requests faculty CVs and identifies work that can be pulled and posted from a faculty member's website. See details here.
    • As noted in a Confederation of Open Access Repositories (COAR) report, Concordia University "uses publisher’s alerts, maintains a Refworks database of new faculty publications, tags relevant citations, and uses this all as the starting point for faculty outreach to populate their repository."
    • Stellenbosch University is auditing SUNScholar to ensure that it is reliable and authoritative. Included in the audit is a scan of the IR's "Generally Accepted Repository Practice," which details the automatic and manual methods for ingesting work into SUNScholar. See details here.
    • The Regional Universities Building Research Infrastructure Collaboratively (RUBRIC) project developed "a collection of Python scripts and xsl transformations that enable data migration from various data sources to institutional repositories"; see details of this migration toolkit here.
    • Columbia University encourages participation in the repository by providing a CV review service for faculty: library staff review publications from an author's CV and then contact the faculty member for files that may be deposited to the repository; listen to details here.
    • The College of Wooster has developed a script "that will automate PDF permissions lookup in Sherpa Romeo," which enables the user to easily determine whether a publisher's PDF of a work may be downloaded and deposited to an IR. The script is available for download here.
    • Findings from a case study of the University of Illinois, University of Massachusetts, University of Michigan, University of Minnesota, and Ohio State University indicated that "negotiating with publishers to include faculty content" in the institution's IR is a successful way to recruit content. See details here.
    • The Consejo Superior de Investigaciones Científicas (CSIC) provides a "Mediated Archiving Service" to their faculty by which the library deposits work on behalf of researchers. See details here.
    • The Australian National University offers a discussion of harvesting work for local deposit. See details here and here.
    • MIT efforts to increase content in their IR follow a "12-point strategy," including the use of "automated ingest tools" and "'scrap[ing]' the MIT domain to see what other papers they find within their institutional domain." See details here.
    • MIT also partners with BioMed Central to harvest "the final published version" of researcher works. The SWORD protocol is used to push the works from BioMed Central to MIT's repository. See details here and details on the Institute's extended publisher partnerships here.
    • The University of Tromsø's library harvests work for the repository by reviewing publications reports and consulting DOAJ and SHERPA/RoMEO to determine whether a work may be deposited. See details here.
    • Harvard employs students as Open Access Fellows to "help faculty to make deposits into DASH, answer questions about the Open Access Policies, and help depositors complete metadata descriptions". See details here.
    • Canada's [​http://archive.nrc-cnrc.gc.ca/eng/ibp/irc.html National Research Council's Institute for Research in Construction's] library serves as a "technical and administrative" manager of the deposit of works to the repository. As such, the "staff enters all bibliographic information, creates standardized PDFs for the Web, 'alerts' clients to new material available and verifies that new publications are indexed by Internet search engines." See details here. Note: This is a toll-access article.
    • The Cyprus University of Technology's Ktisis repository offers "two existing available methods for submitting an item...either by sending the work by email or [by] using the self-archiving method." See details here.
    • The London School of Hygiene & Tropical Medicine (LSHTM) Research Online repository "automatically imports records for all current LSHTM staff research which is published [and]...If an article is from an open access journal or...[is paid] open access....the publisher’s full text PDF of the article" will be ingested. See details here.
    • The University of Glasgow's Daedalus project team has used different methods for harvesting work: they have contacted faculty who post their work on their personal websites, asking permission to collect this work for the repository; pulled work from PubMed Central and requested deposit permission from the author; and searched journals that grant deposit permission for Glasgow-authored works, whom they then approached to confirm whether the author would grant deposit. See details here.
    • The University of Edinburgh's library deposits work for the university's authors, when requested; and the University of Glasgow actively collects content, both from "faculty and departmental websites" and "publishers that allow self-archiving." See details here.
    • In a case study of three anonymous libraries and their approaches to filling their institutional repositories with content, one of the profiled institutions "brokered arrangements directly with publishers to acquire copyrighted, peer-reviewed journal papers written by their faculty" and "coordinated with departments for bulk ingests." See details here.
    • The California Institute of Technology harvests "low-hanging fruit" for the repository, which includes "the intellectual heritage...from the material which presents the least difficulties with respect to publisher permissions" and "[o]ther rich sources of readily available content includ[ing]...technical report series, working paper collections, theses, and dissertations." See details here.
    • At Southampton University deposit efforts are varied because the institutional repository is distributed across the university's different schools. One method that is used is for departments to appoint administrators to deposit works for authors. See details here.
    • CERN's high deposit rate can be attributed to several factors, including the following: "Departments are responsible for depositing content into the system mainly on behalf of its authors" and "Content not deposited by CERN researchers is harvested by the library." See details here.
    • The University of St Andrews repository uses a new "Current Research Information System (CRIS)," which works together with the repository. With the CRIS, "the library can monitor the research outputs added to PURE as researchers update their publication lists, contacting people who are engaging with the system." See details here and information the University's work on the similar, but now-defunct, MERIT project here.
    • The William & Mary Law School repository, at its inception, was filled by "a small army of student assistants...[who added] almost 5,000 documents...in the first six months of the repository's existence." See details here.
    • The Texas Digital Library created an open source electronic thesis and dissertation management system, Vireo, providing "an expert management interface that lets graduate offices and libraries move the ETD through the approval workflow and publish it in an institutional repository" once a student has submitted it for approval. See details here, and instillations of Vireo at Texas A&M, Texas Tech, and the University of Texas at Austin.
    • Carnegie Mellon University may be exploring a change to its the annual publications reporting system, that is, by requiring authors to include metadata and a copy of the final version of their work with each publication that would allow for harvest by library staff. See details here.
    • The Botswana College of Agriculture (BCA) library staff undertake efforts of "content harvesting, digitization of print materials, and the creation of metadata," which populate the repository. [Note: BCA's institutional repository is not publicly released yet; currently it is being used as an internal resource, which will presumably change once the "development" stage is complete.] See details here.
    • Repositories from the University of Melbourne, University of Queensland, Queensland University of Technology, University of Southampton, University of Strathclyde, University of Glasgow, and Lund University were studied, and rather than "disciplinary culture" being a strong indicator of deposit rate, an institutional mandate and a strong liaison program, which offers deposit support, is "an efficient and effective practice that is capable of making the content size of an IR larger." See details here.
    • CERN's Library "believes it retrieves bibliographic records for almost 100% of CERN's own documents." The high rate of full-text articles in CDS is attributable to a long-standing policy and digitization efforts by the library staff; additionally, CERN has permission from the American Physical Society to upload CERN-authored content to the CDS. See details here.



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