Enlighten: integrating a repository with University systems and processes

tansygoobertownInternet and Web Development

Dec 8, 2013 (3 years and 8 months ago)

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Enlighten: integrating a repository with University
systems and processes

Morag Greig

Advocacy Manager
-

Enlighten

University of Glasgow

UKCoRR meeting
14/08/09

Background


Mature and well established institutional repository service

at Glasgow (2001
-
)


A hybrid repository with over 5500 records for published
research outputs (>2100 full text)


Publications policy approved by University Senate in June
2008 (‘mandate’)


Policy established Enlighten as both the institutional
repository AND the central publications database


Key Library engagement and participation in the RAE and
the REF Pilot


Strong relationships between the Library’s repository
managers and the University academic community and
research office


Recognition that the repository cannot exist as a
disconnected data silo






Aims


To develop a comprehensive central
publications database (2001
-
) across the
University


To develop deposit procedures that will
enable departments to provide publications
data on a regular and ongoing basis


To encourage all staff to comply with the
Publications Policy and to deposit full text


To join up systems and processes so that
deposit is easy and data can be re
-
used for
many purposes

Initial visits to departments


Initial meetings with
Heads of
departments/research
champions


Establish current
procedures for
collecting publications
data


Establish how best the
department can engage
with Enlighten

Multiple sources of publications data and update schedules

Reference Manager

EndNote

Word files

Access

In
-
house databases

Web pages

Monthly

Bi
-
annually

Rarely!

Deposit options

Self
-
deposit (two
departments)

Mediated


some
large
faculties

Proxy


most
small to medium
sized
departments

Training for administrative staff

Enlighten deposit manual

Further visits to departments


Presentations at
departmental meetings,
including
demonstrations and
time for questions


addressing issues, e.g.
versions, permissions
etc.


Presentations at
Faculty level research
meetings


Presentations are
ongoing

Data back filling


Data being added for publications back to
2001


Some data being entered manually (extra
staff trained to do this)


Bulk of data being imported from REF
databases (records will require some details
to be added)


Staff numbers being added retrospectively to
older records in Enlighten

Repository enhancements


HR database


staff numbers (in place)


Single sign
-
on (institutional integration)


Statistics


Reporting


Automated publications lists (institutional
integration with content management
system)


Two way link
-
ups with the research system
(institutional integration)


Deposit alerts


More granular editorial roles etc.

Automated publications lists

Integration with research systems


Two way links between Enlighten and the
Research System (auto
-
complete and look
-
up features)


Automated alerts from the Research System
which highlight to researchers that they must
deposit their papers in an appropriate
repository, in line with their grant conditions


Reports showing Projects/Funders and
associated publications


Key elements for success


Relationships

Strong relationships between repository managers
and staff at all levels are vital in supporting the deposit
of content.


Systems and Processes

Technical and administrative processes needed to
join
-
up the existing elements of the research lifecycle
which will facilitate the ease of deposit.


Policies

Management and monitoring of both the University’s
Publication Policy and those of our funders to ensure
compliance.