Presented at the Cooperative Curation Symposium and Workshop, Thursday, August 9, 2012 in the Clough Commons Auditorium, Georgia Tech Library.Cooperative Curation Workshop: Georgia’s Approach to Statewide Repository Services - Management Track: Governance/Sustainability - Breakout Session 1.Merryll Penson is the Executive Director for Library Services, Board of Regents of the University System of Georgia. Jeff Carrico and Kathy Tomajko are Associate Deans at the Georgia Tech Library.Governance, identifying stakeholders, committee structure, partner institutions, staffing, sustainability, economic issues, potential plans and outcomes, due diligence and options considered and chosen was discussed

Carrico, Jeff

Penson, Merryll

Tomajko, Kathy

Scholarly Materials And Research @ Georgia Tech

    GKR Workshop:  Governance / Sustainability August 9, 2012 Merryll Penson, Executive Director, Library Services, Board of Regents of the University System of Georgia merryll.penson@usg.edu Jeff Carrico, Associate Dean, Georgia Tech Library jeff.carrico@library.gatech.edu Kathy Tomajko, Associate Dean, Georgia Tech Library kathy.tomajko@library.gatech.edu  Welcome / Agenda • Speaker Introductions  • Brief Overview of GKR  • Presentation – Governance (Merryll) – Sustainability: Definition (Merryll) – Sustainability: Budget (grant and post-grant), On-going Funding, Long-term Planning (Jeff) – Sustainability: Content, Functionality, and Value (Kathy) – Lessons Learned / Wrap-up (Kathy)  There will be time for your questions & comments at the end.  GALILEO Knowledge Repository: Project Website Grant Deliverables  • Conduct a survey and focus groups of the University System of Georgia’s (USG) faculty’s usage and perceptions of IRs  • Establish a service to host individual IRs for four participating USG institutions (Georgia Health Sciences University, Georgia Gwinnett, Albany State, College of Coastal Georgia)  • Build a central repository of standardized metadata, featuring the repository collection mapping tool, that is harvested from the eight IRs in the USG (four existing IRs, and four new IRs to be hosted by the GKR)  • Establish IR-related services: rights assistance, digitization, content submission, and preservation  • Develop and implement the Statewide and Consortial Repositories Symposium and Workshop for other states and consortia considering the establishment of IR services  Cumberland Island Dunes Sand dunes form along the coast of Cumberland Island off the coast of Georgia. Dunes are the primary geological feature of the state's barrier islands and represent the youngest geological deposits in the state.  Photo from: Georgia Department of Economic Development, in the New Georgia Encyclopedia, a partnership with the Georgia Humanities Council, the University of Georgia Press, and GALILEO, Georgia’s Virtual Library.  Proceedings of the 1993 Georgia Water Resources Conference, April 20-21, 1993, Athens, Georgia Institution : Georgia Institute of Technology  URI: http://hdl.handle.net/1853/33154  Date: 1993-04   Governance  • GALILEO Knowledge Repository is still a grant/research project • Organization of the grant  • Guidance/policies/partners/contributors – RACL (Regents Academic Committee on Libraries – University System Library Directors) – GKR Steering Committee – GKR Technical Committee – Other committees – Georgia Institute of Technology Library Leadership – Valdosta State University School of Library and Information Science – Digital Library of Georgia, a GALILEO initiative based at the University of Georgia • Operations – focus on meeting terms of grant – Principal investigators – Project Manager – DSpace Developer – Technical Writer / Communications – Administrative support – Digitization support      sustainability, n.  having a mechanism in place for generating, or gaining access to, the economic resources necessary to keep the intellectual property or the service available on an ongoing basis         Sustainability and Revenue Models for Online Academic Resources: An Ithaka Report     May 2008, Authors: Kevin Guthrie, Rebecca Griffiths, Nancy Maron  Sustaining the GALILEO Knowledge Repository – GKR becomes a program, not a grant – Demonstrated value proposition to the University System of Georgia – Inclusion of all USG institutions – Ongoing revenue  – Positioned to include resources beyond USG     The GALILEO Knowledge Repository will:  • Promote efficiency by maximizing the utility and longevity of an existing investment of higher education dollars • Provide an outlet for new forms of digital scholarship. • Provide a platform for open access scholarship as an alternative to expensive print journals that place escalating pressure on library budgets • Provide stewardship of the least permanent element of the USG’s intellectual product. • Provide additional data to demonstrate the effectiveness of USG institutions and their faculty for assessment and accreditation purposes through enhanced access to their scholarly output. • Promote information sharing among the 35 USG institutions to enhance learning, teaching, and research productivity.  • And beyond the USG….  GKR Sustainability:  Budget • Grant – $850K IMLS Grant with $900K in cost sharing – Multiple agencies to report to and track • IMLS, GTRC (Georgia Tech Research Corp.), GaTech Campus and GaTech Library • Funds allocated early, expended later • Post Grant – A cost allocation had to be determined to “price” the service competitively –  No-cost extension GKR Sustainability:  Budget • Potential funding models – Raym Crow Chain Bridge Group study • $18,000 per year, per institution • Depended on acquiring more participants – Alternative private sector solutions • Some say “technologically unfeasible” • Some offer lower cost with tradeoffs GKR Sustainability:  Budget • Long-term planning – GaTech Library unable to become a “business” invoicing clients and accepting payments and all of the infrastructure that involves – The market for bringing in new participants has changed from the days when the project was conceived • Economic pressures on participants and potential participants • Many potential participants already have a solution or are unable to get involved at any cost GKR Sustainability:  Budget • Still a need for an oversight body  – Licensing – Technology – Accounting – Outreach! GKR Sustainability:  Repository  Content and Functionality       Content (the usual “stuff”) • Electronic theses and dissertations • Student output / projects • Research proposals and reports • Pre-print research • Conference papers • Research data sets • Organizational documents • College and university archives, inc. newsletters, annual reports, yearbooks, etc. • Learning objects such as tutorials and other instructional media   Functionality  • Ease of navigation • Challenges of submission      GKR Metasite (10 IRs participants): Functionality  GKR Hosted Site:   Functionality    GKR Hosted Site:   GKR Sustainability:  Value of IRs & Collaboration / Barriers               GKR Faculty Survey -- University System of  Georgia faculty use and knowledge of  institutional repositories         Value/benefits for the for the following groups: –Faculty –Students    –Institutions –Society in general  Barriers / Challenges  Lessons Learned / Wrap-up • If we were starting again . . . –  More marketing, training, outreach . . .     • Things we did really well . . .  –  Planning, partnerships/collaboration, governance       structure,  committees . . . –  Personal investment, dedication . . .     Lessons Learned / Wrap-up • Where we are now relative to “Governance and Sustainability?” – We have not accomplished everything we set out to do – We‘re in our infancy related to repository development; there are opportunities to expand the GKR beyond the current ten participants  Lessons Learned / Wrap-up • Outcomes – Facilitated the growth of repositories among USG libraries – Increased the visibility of USG intellectual output and archival materials – Developed and will continue to manage the metasite (10 participating libraries currently) – Promoted information sharing and discovery of research and improved access to learning – Created an outlet for new forms of instructional media and scholarship.   – Worked collaboratively   Lessons Learned / Wrap-up Services we plan to continue if IMLS approves our no-cost extension proposal: – Continue the digitization service through the Digital Library of Georgia  – Create the GKR public web site; promotion and outreach – Conduct faculty focus groups for current and potential GKR partner sites  – Assist Valdosta State University faculty in offering the content submission summer internship for summer 2013 – Continue ingesting content from current GKR hosted sites into the MetaArchive (for preservation purposes) – Continue harvesting metadata from GKR participants – Archive project documents in SMARTech (Georgia Tech’s IR) – Handle project management and continue Steering Committee meetings and other GKR committee meetings, as needed – Work closely with GALILEO related to GKR growth & other administrative issues    Your questions / comments . . .    For more information about GKR: http://www.library.gatech.edu/gkr/   SOURCES: Moyle, Martin, and Rebecca Stockley. Embedding Repositories & Consortial Enhancement (EMBRACE): Final Report. London: JISC, 2009. http://www.jisc.ac.uk/publications/documents/embracefinalreport.aspx  Reih, S.Y. et al.  “Perceived Values and Benefits of Institutional Repositories: A Perspective of Digital Curation,” Proceedings of DigCCurr: An International Conference on Digital Curation, Chapel Hill North Carolina, April 18-20, 2007 http://www.ils.unc.edu/digccurr2007/papers/rieh_paper_6-2.pdf   

GKR Workshop: Governance / Sustainability

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GKR Workshop: Governance / Sustainability

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