Planning and Implementation of the ETD Initiative at BYU Retrospective Conversion Projects by Scott...

Planning and Planning and Implementation of the ETD Implementation of the ETD

Initiative at BYUInitiative at BYU

Retrospective Conversion Projectsby Scott Eldredge, library digital imaging

Campus-wide Planning and Implementationby Selby Herrin, Graduate Studies

ETD Submission Software Developmentby Scott Eldredge, library digital imaging

CONTENTdm as an ETD Archiveby Scott Eldredge, library digital imaging

Retrospective Retrospective Conversion of Masters Conversion of Masters

Theses at Brigham Theses at Brigham Young University: Young University:

Two ModelsTwo Models

The ProjectsThe Projects

Mormon ThesesMormon Theses Benson Institute ThesesBenson Institute Theses

Mormon ThesesMormon Theses

SelectionSelection

Limited by topicLimited by topic Importance to institutionImportance to institution User demandUser demand

Rights ManagementRights Management

Permission formsPermission forms

OutsourcingOutsourcing

Vendor SelectionVendor Selection– RFIRFI– RFPRFP– Proposal ReviewProposal Review

OutsourcingOutsourcing

Vendor SelectionVendor Selection– RFIRFI– RFPRFP– Proposal ReviewProposal Review

OutsourcingOutsourcing

Vendor SelectionVendor Selection– RFIRFI– RFPRFP– Proposal ReviewProposal Review

Document PrepDocument Prep

PullingPulling CheckoutCheckout Review – PNTReview – PNT DisbindingDisbinding PackagingPackaging ShippingShipping ReceivingReceiving ReviewReview

Document PrepDocument Prep

PullingPulling CheckoutCheckout Review – PNTReview – PNT DisbindingDisbinding PackagingPackaging ShippingShipping

Document DeprepDocument Deprep

ReceivingReceiving ReviewReview Reprinting (Optional)Reprinting (Optional) RebindingRebinding Re-tag (bar-code, etc.)Re-tag (bar-code, etc.) Check inCheck in ReshelvingReshelving

BillingBilling

Review and approve invoices Track Budgets

ConversionConversion

Receipt of filesReceipt of files– FTPFTP– CDCD

Quality controlQuality control

Image filesImage files Text filesText files Mark upMark up

AccessAccess

Decisions driven by capabilities Decisions driven by capabilities DatabasesDatabases

– HyperionHyperion– CONTENTdm CONTENTdm – Convert to HTMLConvert to HTML

OPAC recordsOPAC records– 856 field856 field– Separate record?Separate record?– Harvested by NDLTD/OCLCHarvested by NDLTD/OCLC

Return to Stacks?Return to Stacks?

Benson InstituteBenson Institute

SelectionSelection

Decisions made by Institute Focus on developing countries

Rights ManagementRights Management

Secured at time of submission International copyright laws apply

Document PrepDocument Prep

PullingPulling Transcription (abstract)Transcription (abstract) Translations (abstract)Translations (abstract) ReviewReview DisbindingDisbinding

ScanningScanning

In houseIn house

Quality ControlQuality Control

Post-scan reviewPost-scan review

Document DeprepDocument Deprep

Rebinding Return to Institute No copies in library

Post Scan processingPost Scan processing

Despeckle/Deskew Create PDFs

MetadataMetadata

MARC record in OPAC URL in MARC record (856 field) Metadata for CONTENTdm from MARC record Harvested by NDLTD/OCLC

Load into Digital LibraryLoad into Digital Library

CONTENTdm

Major IssuesMajor Issues

Selection Rights Management In house vs. outsource Standards

– Text Conversion– Mark-up– Scanning– Metadata

Access Digital Library Products or Databases Bandwidth considerations Costs

Future DirectionsFuture Directions

Decision not to digitize all theses

Resources

Quality concerns

“Best of the Rest”

Identified by college faculty

URLURL

http://lib.byu.edu/online

Preliminary PlanningPreliminary Planning

1999-2000 Preliminary investigations 2000-2001 Application for NDLTD

membership Representatives attended ETD 2000

Symposium OGS Administration changes delayed further

planning & implementation OGS ETD Coordinator hired

Implementation Implementation OrientationOrientation

Information gleaned from NDLTD, Virginia Tech, and other university Websites

OGS and HBLL representatives attended 2001 ETD Symposium

MS Word version of 2 theses & 1 dissertation used in PDF conversion experimentation

John Eaton of VT Graduate School visited to discuss his ETD implementation experiences

ETD Implementation ETD Implementation PreparationPreparation

ETD Web pages developed as part of Graduate Studies Website

ETD Brochure prepared & printed for distribution to graduate students and faculty

ETD PowerPoint presentation prepared for orienting graduate coordinators & secretaries

ETD information booth set up at annual new graduate student orientation fair

MS Word documentation developed to help graduate student in creation of ETDs

ETD Implementation ETD Implementation Phase 1Phase 1

Implementation team organized Version 1 of online ETD submission software

designed & developed Online tutorial for submission software developed

for ETD Website access. First ETDs submitted using online submission

software in May 2002 BYU hosted 2002 ETD Symposium May 30

through June 1

ETD Implementation ETD Implementation Phase 2Phase 2

ETD training team organized ETD orientation sessions held for department

graduate staff & faculty Version 2 of ETD submission software released

end of May 2003 New ETD Website created under auspices of

library. Submission software integrated with ETD Website

ETD Implementation ETD Implementation Phase 3Phase 3

Version 3 of submission software designed & developed for April 2004 release

Review and approval of ETDs moved from Graduate Studies to college level

ETD Website updated to reflect changes put into version 3 of submission software

Submission and access statistics on ETD submissions

Status of ETD Implementation Status of ETD Implementation ProjectProject

as of May 31, 2004as of May 31, 2004 ETDs submitted since May 2002: 142 ETDs submitted since March 9, 2004 54(Since rollout of the ETD ver. 3) (38%)

Ave. hits for each ETD (24 mo):– on-campus sources 79 (3.3/mo)– off-campus sources 260 (10.8/mo)

Highest hits for a single ETD:– on-campus sources 1,089 (45.4/mo)– off-campus sources 4,702 (195.9/mo)

Weekly access statistics per ETD (last 20 weeks):– on-campus sources 43 (2.1/wk)– off-campus sources 140 (7.0/wk)

ETD Implementation ETD Implementation Phase 4Phase 4

Version 4 of submission software will be designed, developed & released for the April 2005 graduation.

Initial review and approval of ETDs will be implemented at the department level.

ETD Website will again have to be updated to reflect changes put into version 4 of submission software.

BYU Implementation TeamBYU Implementation Team

Selby Herrin - Graduate Studies Coordinator

Scott Eldredge –Library Digital Imaging

Bill Lund – Library IS (Director)

Jacob Jenson – Library IS (Programmer)

Carla Kupitz – Library Cataloging

Wendy Duran – Library Administration Office

Joyce Adams – Graduate Student Association

ETD Website – http://etd.byu.edu

ETD Email Address – etd@byu.edu

Electronic Theses and Electronic Theses and Dissertations Searching Dissertations Searching

and Submission Softwareand Submission Software

Harold B. Lee Library Harold B. Lee LibraryBrigham Young UniversityBrigham Young University

System OverviewSystem Overview

Initial System PageInitial System Page

Search InterfaceSearch Interface

Search ResultsSearch Results

Item MetadataItem Metadata

Browsing the ArchiveBrowsing the Archive

Getting HelpGetting Help

What is an ETD?What is an ETD?

ETD GuidelinesETD Guidelines

Creating an ETDCreating an ETD

Submitting an ETDSubmitting an ETD

Contact InformationContact Information

Frequently Asked Frequently Asked QuestionsQuestions

Submitting a DocumentSubmitting a Document

Student LogonStudent Logon

Document Description and Document Description and MetadataMetadata

Uploading the FileUploading the File

Final Review Before Final Review Before SubmittingSubmitting

College Graduate College Graduate Administrator LogonAdministrator Logon

Theses Awaiting ApprovalTheses Awaiting Approval

Viewing MetadataViewing Metadata

Modifying the MetadataModifying the Metadata

Disapproved DocumentsDisapproved Documents

Questions?Questions?