ePrints.FRI a case study

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13 Δεκ 2013 (πριν από 3 χρόνια και 8 μήνες)

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ePrints.FRI


a case study

Open Access Repositories with EPrints

EIFL
-
FOSS and EIFL
-
OA free online workshop

23 May 2011


Miha.Peternel@fri.uni
-
lj.si

ePrints.FRI


a case study

2

Overview


Context


Why EPrints ?


Installation & configuration


Case Study: Organization & service implementation @ FRI


Case Study: Submission policy


Measuring success


Conclusion

ePrints.FRI


a case study

3

ePrints.FRI


ePrints.FRI is the publications database of the
Faculty of Computer
and Information Science, University of Ljubljana


It is based on open source ePrints with modifications


It was started in 2002 using ePrints 2, now it’s ePrints 3


It is integrated into Open Archive Initiative indexer network


It was the first OAI archive in wider region


It is integrated into existing faculty web infrastructure


In 2008 it has become official digital repository for all student
theses and dissertations


It currently hosts 995 student works, 155 scientific works, plus
some books and other teaching materials

ePrints.FRI


a case study

4

Context


ePrints.FRI is an effort of Faculty of Computer and Information
Science


There is a separate University Library


Most of material is also catalogued in COBISS (metadata only)

ePrints.FRI
FRI
Faculty of Computer and Information Science
DIKUL
University Library
UL
University of Ljubljana
COBISS
National catalog
ePrints.FRI


a case study

5

Goal


Initial goal (volunteer effort, 2002)


Provide a simple self
-
archiving tool for the laboratory
supporting Open Archive Initiative (prof. Franc Solina)


Try to deploy it Faculty
-
wide


Revised goal (institutional effort, 2008)


Fulfill national directive on thesis publishing


Revise policies for digital publishing


Try to provide single point of meta
-
data entry

ePrints.FRI


a case study

6

Why did we choose ePrints 2 in 2002?


Open Access Initiative (OAI)


Web publishing of primarily scientific output and teaching
materials


Web based interface


Open source on standard Linux servers (RedHat)


Highly customizable metadata


Multilingual metadata


The other OAI alternative in 2002 not as customizable

ePrints.FRI


a case study

7

Why did we choose ePrints 3 again in 2008?


Mandatory publishing of student output (theses, dissertations)


Improved metadata customization


Improved workflow customization


Modernized web user interfaces


CSS, help, auto
-
complete, preview…


Fulfilled all our customization requirements


Alternatives did not offer any advantages for our needs


No security or performance issues with ePrints 2


Easy import of metadata (XML) and documents (PDF,DOC)


Support from ePrints wiki and mailing list

ePrints.FRI


a case study

8

Installing ePrints

Test installation:


Pick your favourite OS (we prefer Debian Linux)


Install Apache web server, MySQL, Perl


Download & install EPrints package for your OS


Add a few more Perl packages that EPrints requires


Set up a test archive by running the configuration scripts


Optionally install some more tools that EPrints can use

Pre
-
production installation:


Configure and finalize metadata before you start adding
documents


Configure your server


Virtual server has benefits

ePrints.FRI


a case study

9

Customizing ePrints


All the source code is available


A collage of Perl, XML, XHTML and structured text files


The code base is modular


The Perl code stubs that are expected to be modified are exposed
in archive configuration directories


Most other configuration is done by modifying XML/XHTML


Some hacking of base Perl code or additions to code may be
required for minor fixes (custom import/export, OAI language
preferences…) or other special needs


Each new version is more customisable out of the box


Wiki documentation is extensive but not always up to date


ePrints.FRI


a case study

10

Customizing ePrints 3 in practice


Code and libraries


Perl


Metadata definition


Perl


Subject hierarchy and departments


text or XML


Apache web server



conf files


Workflow


XML


Interface language


XML and

some Perl


OAI export


Perl,
te
xt


Automation scripts


Linux crontab, some PHP


Autocomplete


text, PHP


Custom views


Perl, XML, XHTML


Custom references


XHTML,
some

Perl

ePrints.FRI


a case study

11

OAI configuration


Enter policy information


(Re)configure metadata mapping


Enable & test (via web interface)


Language prioritization is an issue with multilingual metadata


We rewrote some code

ePrints.FRI


a case study

12

Developmental phases


ePrints 2


1 person effort


Basic customization


less than 1 month


Internal testing


1 laboratory


Dedicated server & multilingual debugging


1 month


ePrints 3


institutional effort


Organized process

ePrints.FRI


a case study

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Developmental phases


ePrints 3


Institutional planning


Metadata definition


Customization


Translation


Staff education


Testing


Migration of existing publications from ePrints 2


Initial deployment


Workflow facilitation


Statistics

ePrints.FRI


a case study

14

Workgroup staff


Workgroup manager: prof. Mira Trebar


Software engineers (2)


IT department representative


Student office representative


Library representative


Linguist


Plus occasional institutional representatives


More student office & library personnel involved in final testing

ePrints.FRI


a case study

15

Chart: Institutional departments involved


Workgroup staff dispersed over several departments

Staff (4)
Representative
Student office
Script engineer
Support engineer
System engineer
IT department
Staff (2)
Representative
Library
Manager
ePrints engineer
Labs
FRI
Faculty of Computer and Information Science
University of Ljubljana
ePrints.FRI


a case study

16

Workgroup organization chart

Faculty senate

& commissions

Workgroup manager

ePrints engineer

System engineer

Automation script

engineer

Library

representative

Student office

representative

Linguist

ePrints.FRI


a case study

17

Developmental milestones


Institutional commitment: December 2007


First workgroup meeting: January 2008


Test installation: April 2008


Metadata testing: May 2008


Institutional presentation: June 2008


Metadata migration, Testing: August 2008


Institutional deployment, Testing: September 2008


Public deployment: October 2008

ePrints.FRI


a case study

18

ePrints.FRI


2008 revision

Bilingual interfaces

Multilingual metadata
and documents

ePrints.FRI


a case study

19

Hosting


IT department, Faculty of Computer and Information Science


Platform:


IBM server


VMWare hosting multiple virtual servers


Virtual Debian Linux server


Backup


Backup virtual server images


Provided by IT department

ePrints.FRI


a case study

20

Service sustainability


Printed instructions


4 student office staff educated


2 library office staff educated


One ePrints administrator plus one support engineer


One system administrator plus one support engineer


Virtual server with full
-
system backup


System, metadata and publications all backed up


Technical support

ePrints.FRI


a case study

21

Technical support


1
st

level: IT department


System engineer


Support engineer


2
nd

level: involved technical staff


ePrints software engineer


Automation script engineer


Network administrator

ePrints.FRI


a case study

22

Policy formulation and licensing


Policy formulated to respect national laws and university workflow


Two
-
track licensing


Strict requirements for student theses


Scientific papers self
-
published and checked on best
-
effort
basis


Legal paperwork prepared for students


Students must sign papers submitting rights for electronic
publishing

ePrints.FRI


a case study

23

Student submission


Thesis work in printed form


Thesis work in electronic form (PDF/DOC on CD)


Metadata in electronic form (TXT/DOC on CD)


Signed legal paperwork


All of above submitted to student office
before

oral defense, so that
announcement and publication proceed automatically

ePrints.FRI


a case study

24

Thesis submission workflow

ePrints.FRI


a case study

25

Workflow facilitation (1)


Auto
-
complete names and titles from a database


Avoids tedious ID lookups and related errors

ePrints.FRI


a case study

26

Workflow facilitation (2)


Fill in standard fields


Prepare links and fix them later

ePrints.FRI


a case study

27

Scientific submission


Self
-
archived by author


Electronic document in PDF form preferred


Metadata in web forms


Self
-
published by employed author (policy since 2010)


Metadata and document validity periodically checked by
administrator on best
-
effort bases


Returned to author in case of invalid metadata


Removed from public archive in case of a serious problem


No legal policy at the moment

ePrints.FRI


a case study

28

Publication HTML page

ePrints.FRI


a case study

29

System integration


Web integration


Thesis defense announcements


Thesis details


Personal publication lists


Laboratory publication lists


Links to content hosted in ePrints


Information system integration


Morning mails include thesis defense announcements


Mentoring and committee participation statistics automated

ePrints.FRI


a case study

30

Web integration


defense announcements

Generated by

automation script

from ePrints 3 XML

ePrints.FRI


a case study

31

Web integration


publication lists

Generated by

PHP script from

ePrints 3 export

ePrints.FRI


a case study

32

Measuring and demonstrating success


The first open archive in the wider region, quickly picked up by OAI
indexers and big search engines


Relatively quick deployment with NO serious glitches


Attracted interest from other open
-
access projects (DRIVER) and
faculties


Access statistics:


AWStats and Webalizer


general web access


IRStats


repository specific


Increased ability to monitor INTEREST and ORIGIN OF INTEREST
for publications and subjects of publications

ePrints.FRI


a case study

33

Google ranking

ePrints.FRI


a case study

34

Visitor statistics (IRStats)

ePrints.FRI


a case study

35

Document downloads (IRStats)

ePrints.FRI


a case study

36

Visitor statistics summary


Publication dissemination about triple the number of enrolled
students PER MONTH


Greatly increased promotion and dissemination of student theses


on average 5 downloads per thesis per month


Elevated practical status of thesis as a reference


Most visitors arrive by search engines looking for general keywords

ePrints.FRI


a case study

37

Key challenges faced


Translation and multi
-
language specific issues


Terminology


Missing ePrints language flexibility


Missing OAI multilingual support


Overcoming resistance to change


1 point data entry for student department


Facilitators for data entry (auto
-
complete, workflow)


System integration with existing web software:
Ažur, Moodle


Metadata set changed from ePrints 2 to ePrints 3


Minor problems with indexing and automatic data transfer


ePrints.FRI


a case study

38

Important unresolved issues


Legal policy for scientific publications


Centralized archive provides little incentive for self
-
archiving


If Google can find it, who cares about repository


Automated integration with current and future national archives


Goal: Enter metadata once, publish many times

ePrints.FRI


a case study

39

Conclusion


EPrints is relatively easy to install and customize


Most things can be customized within provided Perl stubs, XML
and XHTML


Anything can be changed using basic Perl skills (and time)


Google ranks ePrints archives highly


Setting up OAI will boost your rankings (OAI indexers will link back
to your archive)


We did not experience any serious security or performance issues
in ePrints code


Based on this I can recommend ePrints for your archive

ePrints.FRI


a case study

40

Thank you


Any questions ?





Miha.Peternel@fri.uni
-
lj.si