Raymond, Lisa

English

Woods Hole Open Access Server

109 PROGRESS IN OPEN ARCHIVES AND INSTITUTIONAL REPOSITORIES: GROWING THE WOODS HOLE OPEN ACCESS SERVER (WHOAS)   Lisa Raymond Manager, Data Library & Archives MBLWHOI Library Woods Hole Oceanographic Institution  Woods Hole, MA 02543 USA 148H148Hlraymond@whoi.edu   ABSTRACT: The Woods Hole Open Access Server (WHOAS) has been fully operational since July 2005.  This institutional repository (IR) contains digital objects including technical reports, theses, peer reviewed papers, pre-prints, books and presentations.  It is managed by the MBLWHOI Library to serve the Woods Hole science community.  Current content originates from the Marine Biological Laboratory (MBL) and the Woods Hole Oceanographic Institution (WHOI), with future input anticipated from other Woods Hole organizations.  This paper outlines the efforts to recruit content for WHOAS, collection development policy changes for paper copies, and changes to delivery services for older Woods Hole content.   If you build it, they will come.  The benefit of IRs is understood by librarians and information specialists.  The short list includes archiving in perpetuity the digital output of an organization and providing quick and easy access to information.  Contributors also increase the visibility of their work by making it more widely available. Stakeholders know the Library is a trusted information source that will exist beyond the life of the research. Even with these advantages, can we expect researchers to add one more task to their list of to dos?  Do they really understand what their copyright agreements allow them to do?    At the MBLWHOI Library the decision was made that library staff would do the initial building of the IR.  This includes recruiting content, creating the metadata and loading the files.  Authors can self deposit, but at this time all content has been loaded by library staff.    Content analysis –  1190 metadata records as of September 30, 2006 Technical reports and theses - 363 Articles (published version) – 210 Articles (pre-prints) – 189 110 Books – 63 Presentations/other – 10 Data sets – 2 [IAMSLIC – 353 – loaded by IAMSLIC members]  An analysis of articles published by MBL and WHOI authors indicates that 72% of known articles are eligible for WHOAS according to current copyright agreements, either as preprints or in the final version.  57% of these titles have been loaded into the IR.  With no institutional mandates to deposit, permission is requested from authors for each article.  By building the IR, demonstrating the advantages, and promoting retention of rights under an amended copyright agreement, we hope to influence the way scientists publish in the future.  Beyond born digital … How many paper copies do we need?  In addition to current digital publications, the MBLWHOI Library is scanning older Woods Hole content and loading the PDFs into WHOAS.    Scanning has begun on early MIT/WHOI theses and submission changes will go in effect this winter that will provide the Library with digital copies of future theses.  The internal policy changes required working with the WHOI Graphics Department and Academic Programs Office to ensure a mutual understanding of new procedures and continued generation of required paper copies.    Both Brown and MBL have endorsed deposit of Brown/MBL theses into WHOAS and conversations have begun to establish procedures for theses submission.  Digital copies of WHOI Technical Reports have been submitted since July 2005.  In addition the Library has scanned and loaded reports back to 1990.  The resulting policies are saving authors money.  With electronic availability in WHOAS, we ceased distribution of paper technical reports to exchange libraries and the number of paper copies for both theses and technical reports held in the MBLWHOI Library has been reduced.  A paper copy of each technical report and thesis will be kept in our climate controlled archive.  The question of retaining a circulating paper copy of older scanned reports remains.  Right now we have the space to maintain the paper collection and the issue has been raised that some scanned images may not be as clear as the original.  On the flip side, we recently received a digital version of a 2003 technical report that was originally sent to the Library as a black and white paper document.  The electronic file contained color images, making it the superior version.    111 On demand scanning  A secondary advantage of maintaining the IR is having a system in place to provide researchers and libraries with older Woods Hole content usually within a couple of days.  When we get a request for an MBL or WHOI copyright publication the item is sent to our Digital Processing Center for scanning, and then loaded in WHOAS, usually with in a few days.  Conclusion  By creating and building a sustainable IR, the MBLWHOI Library is archiving the digital output of Woods Hole research, as well as providing timely electronic access to material previously available only in print.  Education on rights retention and open access is an important aspect of the Library’s mission as we strive to make information accessible to a wider audience.  Relevant websites  DSpace:      http://www.dspace.org/ WHOAS:      https://darchive.mblwhoilibrary.org/index.jsp MBLWHOI Library:      http://www.mblwhoilibrary.org/ Amendment to Publication agreement:     http://www.mblwhoilibrary.org/services/copyright/ Journal policies – self archiving:      http://romeo.eprints.org/ 

Progress in open archives and institutional repositories: growing the Woods Hole Open Access Server (WHOAS)

https://darchive.mblwhoilibrary.org/bitstream/1912/2136/1/proc06109.pdf

Progress in open archives and institutional repositories: growing the Woods Hole Open Access Server (WHOAS)

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Woods Hole Open Access Server