An Institutional Repository for the University of Pretoria Ina Smith DSpace Platform Manager...

An Institutional Repository for the University of Pretoria

Ina SmithDSpace Platform Manager

University of Pretoria

20 May 2005DITCHE Conference & Workshop

Nelson Mandela Metropolitan University

Institutional Repository

• Set of services• Management & dissemination of digital

materials• Organisational commitment• Stewardship• Long-term preservation• Organisation, access, distribution

Approaches

• Digitally born resources• Digitisation

“Champions”

• Africana & Special Collections• Architecture• Scholarly Publications• Veterinary Science

Evaluation of software

• EPrints• Greenstone• DSpace• Fedora• MyCoRe• CDSware• ARNO• Innopac Millennium• WebCT

Why Open Source?

• Promote collaboration• Promote knowledge sharing• Benefit all – not only the vendor• Belongs to all – lots of support• No marketing

Why Open Source?

• Flexible• Openness and creative thinking• Open for scrutiny• Searchable & retrievable via the WWW• Used by institutions with minimal

resources• Uses world standards and open standards

Why DSpace?

• MIT & Hewlett Packard• Archiving & permanent (long-term)

preservation• Easy retrieval• Scalability• Supports full text• Good separation of data and metadata• Supports OAI

Why DSpace?

• Availability of code• Integration into portal• Well defined workflow• Lucene Search Engine• Taxonomic Structure• UP IT Architecture• Open source• GAP Authentication

DSpace Architecture

Three layers with components– Storage layer: Physical storage of

metadata and content– Business logic layer: Manage content,

e-people, authorisation, workflow– Application layer: Communicate with

outside, e.g. Web User Interface, Metadata Harvesting

National & International DSpace Support

• Informative & active web-site• 100+ instances running• Active mailing lists• Enthusiastic community of developers• DSpace wiki – sense of community,

visibility

DSpace Open Source Software License

• Open Software License V. 2.1http://www.opensource.org/licenses/osl 2.1.php

• Open Source Initiative (OSI)http://www.opensource.org/index.php

“ a non-profit corporation dedicated to managing and promoting the Open Source Definition for the good of the community, specifically through the OSI Certified Open

Source Software certification mark and program. “

DSpace for Digital Archiving

• Institutional Repositories• Learning Object Repositories• E-theses• Electronic Records Management• Digital Preservation• Publications

System Requirements

• Linux• Sun Java Compiler• Tomcat (Java servlet engine)• Ant Java build tool: generate .jar or .war files• PostgreSQL (Relational Database

Management System)• Mail Server

About DSpace

• DSpace Stable 1.2.2 May 2005• Version.major.minor• Minor releases: bug fixes, no migration of

data• Major releases: changes to database,

migration needed• Versions: restructuring of architecture,

significant data migration

Default Look & Feel

UPSpace Look & Feel

Information Model

Top-level Community (e.g. Faculty)

Sub-Community (e.g. Department)

Collections (e.g. Pretoriana, Freedom Struggle)

Top-level Communities

Top-level Community

Collections within Top-level

Community

Items in DSpace

• Articles (preprints & postprints) • Technical reports • Working papers • Conference reports • E-theses • E-books

Items in DSpace

• Datasets: statistical, geospatial, etc. • Images: visual, scientific, etc. • Audio files • Video files • Learning objects • Reformatted digital library collections

An Item in DSpace

• Metadata• Files (Bitstreams) with digital content• Many formats are accepted• Largest file 500 MB video (Infosys)• File formats e.g. xml, tiff, jpeg, wav, mov,

qt

Thumbnails

Roles in DSpace

• DSpace Administrator• Collection Administrators• Submitters• Reviewers• Metadata Editors• Approvers

Permission policies in DSpace

• Set permission policies for various collections (read, remove, add, write)

• E-person can be removed from Collection • Items in Collections can only be viewed by

authenticated persons

Workflow

Submit

Accept

Reject

Edit Metadata Commit DSpace

Submission

• Default Submission Interface• Community/ Collection Specific Interface• Mandatory fields: Title, Language• Distributed input

About Metadata

• Descriptive information about an object or resource

• E.g. title, subjects, keywords, author/s, date

Metadata in DSpace

• Qualified DC Metadata• 15 Elements + Qualifiers• Edit DC Registry• Add / delete elements/qualifiers (not

recommended)• Mandatory / Optional fields

Harvesting Metadata

• OAISTER• Search Engines e.g. Google

Bitstreams

• Bitstream Registry

Persistent Identifiers

• CNRI Handle System• Valid citations• Unique handle for each item• E.g. http://hdl.handle.net/1849/171

1849 = Naming authority assigned by handle system to e.g. UP

171 = Unique local name assigned to an item in the repository

Lucene Search Engine

• Simple, high performance, powerful search engine

• Open source• Features

– Boolean searches– Phrase and proximity searching– Relevancy ranking– Field searching– Advanced and basic search– Browse by Community/Collection, Author, Title,

Date

Managing the Project http://www.ais.up.ac.za/edu/dspace

Evaluation

Proposal

Needs Analysis

Design

Development

Implementation

Evaluation

Evaluation

• DSpace on UPDev• DSpace on UP Q&A• DSpace on Portal Server• Evaluation Instrument Program Usability• Evaluation Instrument Design

Reflection & Communication

• DSpace Listserve dspace@kendy.up.ac.za • DSpace web www.ais.up.ac.za/edu/dspace • Update documents & policies• Meetings• Community of Practice

Marketing

• Meetings• UP Library Community • Faculties & Departments• UP Dept. of Marketing• UPSpace E-Newsletter• New staff orientation program• Online brochure• Statistics to Faculties• Support from UP Management

Training

• Information Specialists• Cataloguers• End-users

User Support

• Help landline 8/5• Online help 24/7

– Viewlets e.g. Macromedia Captivate, PPT, Open Office

• Tutorial• User policy• Pamphlet• E-mail dspace@up.ac.za

Policy Issues

• Submission• Communities and Collections• Responsibilities & rights• Licensing, copyright, privacy, intellectual

property• Preservation support• Withdrawals• Workflow• System back-up and availability

Copyright, Rights & Licensing

• License stored with each item• Submitter “Grants License”• Default DSpace License• Community/ Collection License• Copyright note when creating Community• DC Element Rights• DSpace StyleSheet: © University of

Pretoria

IT Support & Back-up

• Dept. of Information Technology• Back-up report• DSpace• Master .tiff images

Limitations

• Limited resources e.g. scanner• Java expertise

The way forward …

• Federated Search Engine• Emerging IR software• Long-term budget• Migration of digital objects• Repository size• Bandwidth• Collaboration e.g. DISA• Collaboration between institutions

The way forward …

• Register with – Open Archives Institute– DSpace Wiki– OAISTER

Conclusions

• Great “digital” libraries will last• Comfortable with change, open source• Traditional library activities

Curator shipCollection DevelopmentQuality Assurance etc.

The WWW can be a library …

Success …

“Courage to explore

Knowledge to exceed

Technology to excel”

Thank you!

ina.smith@up.ac.za

Tel.: +27 12 420 3082

Many thanks to TENET for this opportunity!