1. Supporting Digital Initiatives:Librarian and FacultyCollaboration Matters!Kelli Babcock, Special Projects Librarian, UTSC Librarykbabcock@utsc.utoronto.ca - @kelllibLeslie Chan, Senior Lecturer, UTSC Intl Development Studieschan@utsc.utoronto.ca - @lesliekwchan

2. What is Bioline?

3. What is Bioline?

4. What is Bioline?

5. PDFHTMLXMLSpecies2000DSMZHTMLFull PaperRepositoryXMLConfigFilesAbstractsRepository(XML)OAIPMHOAIPMHOAIPMHOAIPMHOAIPMHPDFFull PaperRepositoryAux Files(XML/HTML)ControlerDatabaseSpecies NamesDatabaseAbstractsDatabaseOAIHarvesterOAIHarvesterOAIHarvesterOAIHarvesterOAIHarvesterHTMLHTMLHTMLHTMLabstractjournalshomepagefullpaperHTMLHTMLPDF fullpaperBiolineInternationalWebsiteCRIAWebsiteU of TDigitalRepositoryUTDocumenttagging andformatting

6. SPARC is launched by ARLBioline International is launchedBioline is operated by CRIA and EPT (UK)UofT Libraries assumes the role of EPTLeslie Chan is Director of Bioline; office is located in UTSC Departmentof Social Sciences199819931993-200020002000-nowBioline develops a community support business model2008UTSC Librarys DSU commits resources to Bioline2012Kelli joins Bioline in April and collaborates with Leslie on the project2012-nowBudapest Open Access Initiative launched2002Brief History of Bioline

7. Bioline and the DSUBiolineDigitalScholarshipUnit

8. Scope and Goals of OurCollaborationApril 2012 Sept. 2012GOAL 1:DocumentBiolines work-flowGOAL 2:Research dataconversion andsoftwarepossibilitiesGOAL 3:Improve trainingto work-studystudentsGOAL 4:ImproveinteroperabilityGOAL 5:Evaluaterelationshipswith journalsTRIAL PHASE

9. What We DidBEFORE APRIL 2012 STEPS RESULTS No work-flowdocumentation Needed moreadministrativeoversight andmanagement Documented work-flow and tasktimelines (RescueTime:https://www.rescuetime.com/) Implementedadministrative andmanagement tools Identified time-consuming work-flow steps Streamlined contentingest and outputwork-flow Administrative andmanagement toolsimproved efficiencyof day-to-day tasksGOAL 1:DocumentBiolines work-flow

10. New journalissues arepublished,electronic filesare createdLinks to .JPEG images for each article are added &checked. XML abstract files are created, HTML is crosschecked with printed copy or PDF of original, linksOriginal electronic (or scanned)files are converted to HTML.Standard formatting is applied,copyright & journal information isadded to each file.ARTICLE CONVERSIONTables, equations, photos andfigures from each article aremade into .JPEG images foreasily linking & retrieval fromHTML documents.IMAGE CONVERSIONFINAL TOUCHES & CHECKING FOR ACCURACYBioline staff contactpublishers, gather & organizeelectronic files from the publisherdirectly via email, through postalmail, download from journalwebsites or scanFILE GATHERING & ORGANIZINGCompleted journal issues areuploaded to the CRIA server inBrazil, checked for accuracy andpublishers & users are notifiedof the new issue online.UPLOAD & CHECKPDF versions of journal articlesare deposited to the BiolineEPrints server. All related filesare archived by Bioline staff onCD-Rom for safe keeping.EPrints & File ArchivingBEFORE: BIOLINE INTERNATIONAL JOURNAL CONVERSION PROCESS

11. New journalissues arepublished, electronic files arecreated andsent to BiolineAFTER: BIOLINE INTERNATIONAL JOURNAL CONVERSION PROCESSXML files are checked for accuracyWork-study students createXML files for each PDF articleaccording to new Biolinemetadata template.METADATA IS APPLIEDFINAL TOUCHES & CHECKING FOR ACCURACYBioline staff organize electronic filesfrom the publisher directly via emailFILE GATHERING & ORGANIZINGCompleted journal issues areuploaded to the CRIA server inBrazil, checked for accuracy andpublishers & users are notifiedof the new issue online.UPLOAD & CHECK PDF versions of journal articlesare backed up on external hard-drive and on the CRIA server.FILE BACK-UPS

12. What We DidBEFORE APRIL 2012 STEPS RESULTS Leslie conductedpreliminaryautomation research Research:AnnotumPDF to HTMLconvertersDspaceOpen JournalSystem Needed to workwith what wealready hadGOAL 2:Research dataconversion andsoftwarepossibilities

13. Bioline Submission FormGOAL 2:Research dataconversion andsoftwarepossibilities

14. Bioline Submission Form

15. What We DidBEFORE APRIL 2012 STEPS RESULTS Work-study studentstrained individuallyby previous ProjectCoordinator Used work-flowdocumentation tocreate a Work-StudyManual Students haveimprovedunderstanding ofBioline system; basicHTML and XMLconcepts Students are free tohelp with otherBioline tasks.GOAL 3:Improve trainingto work-studystudents

16. Social Media ImpactGOAL 3:Improve trainingto work-studystudents2013GoogleRows110of341. Facebook 603 31.77%2. Douban 431 22.71%3. Blogger 212 11.17%4. Yahoo!Answers 202 10.64%5. ResearchGate 125 6.59%6. Renren 95 5.01%7. WordPress 65 3.42%8. Naver 29 1.53%9. Twitter 29 1.53%10. LiveJournal 27 1.42%February2013 March2013 April2013300300AllVisitsFebruary2013 March2013 April201370,00070,000140,000140,000SocialNetwork Visits Visits Contributiontototal: Visits31.8%5%6.6%10.6%11.2%22.7%

17. What We Did:BEFORE APRIL 2012 STEPS RESULTS Tspace had stoppedharvesting Biolinerecords Leslie interested ininteroperability withPubMed throughNational Library ofMedicine DTD Managecommunicationswith partnerrepositories Develop crosswalkfrom Bioline LegacyMetadata to NLMJournal PublishingTag Set DTD Tspace will resumeharvesting Biolinerecords Summer2013 Bioline recordsharvested by EBSCODiscovery Service XSLT optionsGOAL 4:Improveinteroperability

18. What We Did:BEFORE APRIL 2012 STEPS RESULTS Lapsed contact witha number of journals(no longersubmitting files butwere still processingtheir records) Created journalcontacts list Sent updates Responded in atimely manner Journals are moreresponsive andengaged Eliminated inactivejournals Eliminated back-log Time to look at newjournal applications!GOAL 5:Evaluaterelationshipswith journals

19. Future Planning Develop XSLT interoperability options and continuecollaborating with Tspace and EBSCO Add new journals to Bioline Improve reach of social media and blog Implement member engagement strategies Continue to research open access developments andsystems to continuously improve Bioline

20. Lessons LearnedFaculty/Librarian collaboration on digital initiative projects Can improve project management Can improve project preservation Can improve project reach (i.e. making project moreinteroperable) Can build the skills and knowledge of librarians by puttingtheory into practice Can identify the realistic resources needed to sustain digitalinitiatives

21. Determining The Sustainabilityof CollaborationThere are two critical elements to designing an effectivesustainability model for an infrastructure service offeredon a free-to-the user basis: 1) inducing potentialparticipants to reveal their demand for the service, and 2)getting organizations to contribute voluntarily to itsprovision. From SPARCs Sustainability of Open Access Services(2013), p. 16.

22. Faculty/Librarian Collaboration:Sustainability as PriorityDeferring sustainability planning can: reduce leverage incoordinating participation; inflate operating costs;underestimate costs From SPARCs Sustainability of Open Access Services(2013), p. 9.

23. Thank you! Questions? Recommendations for sustainable faculty/librariancollaboration?Follow Bioline!https://twitter.com/biolineintl(@biolineintl)https://www.facebook.com/BiolineInternational