Thank you for your kind words. Neither the Systems Librarian or
the Catalog Librarian are here today, and the process was a collaboration
between the three of us. I’ll try and give you the overview of the process, and
if anything doesn’t make sense you can ask specific questions that I’ll refer
to Ken or Debby.
Over the years, Debby (our cataloger) has added a field in the
610 field (see example below)
|
61020
|
|a State University of New York College at Brockport |v
Faculty publications |y 2000-
|
to indicate an item is a Faculty publication. Ken (our Systems
guy) would then run a report in ALEPH for Debby of those bib records. I’m
unsure, without talking to Debby, whether she crosswalked the data, using
something like MarcXML or if she worked with the data in an Excel spreadsheet,
choosing the records and fields she needed, and then added them to a batch
upload spreadsheet. I believe that Debby also massaged the metadata at that
point, adding where the item could be purchased, if available. I’ve attached a
small portion of a batch spreadsheet to give you an idea of the metadata fields
we use.
1. We
started the project during the summer, a slower time for Debby. Once the big
upload was done, it just became part of her cataloging process to add them
individually throughout the year as we acquired a new one.
2. We
started with the most recent 10 years, and did batch uploads to make it
manageable
3. We
used the image that we had in our catalog, I want to say these came from
Syndetics for the most part, but I won’t say that there aren’t some from Amazon
or Google books, as well
4. The
Bookshelf is housed in a Book Gallery, and though you can add the full text, it
isn’t required.
An important thing to consider is whether you will have just one
big bookshelf for the whole college, or if you wish to (also) have departmental
bookshelves. The bookshelf idea here was born out of my desire to get
representation from each department in the IR. Faculty in the humanities tend
to write more books or book chapters, rather than individual articles. So we
added a metadata field called department; we gave bepress a list of the departments
and they created a dropdown box for us. So all books were initially uploaded to
the Brockport Bookshelf collection. As a department accumulated >3 books
(preferably 5), I had bepress create a department bookshelf, and we “collected”
them using the Collection feature and creating a filter based on Department is
…. In that way, we were able to have representation from every department
across campus within our first year.
Regarding the Honors theses: the Honors College has digitized
theses dating back from 2008. They shared access to the drive they are in, and
I have tracked down email addresses and contacted each student individually –
using an email template. If I had access to the email addresses, I would just
do a mail merge. Getting ahold of them is the hardest part. Once that is
accomplished, very few have turned me down. I convert their response to a pdf
and store that (either as a unshown supplemental file in Digital Commons, or in
a folder in the Honors College drive). This is what the email looks like:
Dear <Honor
Student>,
My name is Kim Myers, and I am
the Digital Repository Specialist for The College at Brockport. We recently
began an institutional repository, and are adding Senior Honor theses, as time
and permissions allow. The Honors Program has a collection online at: http://digitalcommons.brockport.edu/honors/.
May I have your permission to digitize and add yours to this collection? I
would then send you the link, and you would then receive monthly reports of how
many downloads your thesis has received. If you are interested, please let me
know what email address you would like associated with the thesis – where you
would like to receive the reports.
I hope this helps, in a non-overwhelming way. Feel free to ask
any follow-up questions you have!
Dear Kim,
I am contacting you at the recommendation of my bepress CSR,
but also because I am familiar with all the great work you have done with
Brockport's IR. Early on I was inspired by your "Brockport
Bookshelf" and eventually wanted to do something similar for my own IR.
The time has come to move forward with this project, which I
will actually be handing off to one of our catalog librarians. So I need
to prepare a workflow. I was wondering if you might be willing to share
the workflow you use, and any other tips that you think might be useful.
Here are some specific questions (which may see very basic,
but I am very technically challenged and am learning as I go along):
1) I liked the incorporation of some info from the
MARC record. Did you do that manually from each bib record, or did you
use some sort of script? Are there standard scripts "out there" or
would I need to create my own? (Well, find some one who can - way beyond
my expertise)
2) where does the image of the book come from?
3) we are only putting up metadata, not book content.
I noticed you don't have a download but tin, or anything that says "this
item not available for download" Was that a custom request that
bepress did for you?
Another question, unrelated to Bookshelf:
How did you get so many students to deposit their honors
theses? I present at the Honors colloquium and summer research
seminars, and get very little response.
Anyway, thank you so much for taking the time to read
this. I appreciate any guidance, advice, suggestions, or examples you
wish to share. Congratulations on such a successful IR. You are an
inspiration!
Have a good day.
Lisa Villa
--
Lisa Villa '90
Digital Scholarship Librarian
Dinand Library
College of the Holy Cross
Worcester, MA 01610
From: Ellen Neuhaus [mailto:ellen.neuhaus@uni.edu]
Hello Kim,
I recently attended the bepress webinar "Creative Staffing Solutions for Institutional Repositories" that you gave on November 13, 2014. My institution (University of Northern Iowa) is developing a Digital Commons institutional repository, UNI ScholarWorks. We are at the very beginning stages of the implementations; we are still waiting for the site to be built. I have started to identify a few seed projects for the repository. I am interested in developing a Faculty Book Gallery.
I have gone into the YBP GOBI system and identified several hundred books written by UNI authors and have saved the records to a folder.
Can you provide me with information about your Faculty Book Gallery?
- What fields did you use for the metadata template?
- Where did you get the book cover image - did you request permission for use in your repository?
- Where did you get the book description?
- Did you include "Table of Contents"?
I interested in any information you can provide that would be helpful in setting up the Faculty Book Gallery.
II’ve attached a small section of a batch revision spreadsheet, which shows our metadata. We have about 1700 faculty publications in total, and the 365 newest are currently in the repository. We do batch uploads, use all the information we have in ALEPH, and our Collection Management/Head Cataloger then tweaks the information to include links to where the book can be bought. We also include links to the catalog record on a metadata page, but since we changed discovery systems from AquaBrowser to Summon this summer, that has caused a few problems. (Apparently, Summon doesn’t have permanent URIs for each book, so none of the Summon links work, and I’ll have to change them back to link to the ALEPH catalog.) You can link to the cover image, if you have Syndetics. There is a spot on the batch spreadsheet for that.
Other
things to consider – upload to one, gather to many? I find that it is always a
bit of a challenge when starting out, especially with theses and book
collections in knowing whether to upload to one central collection, and create
separate departmental collections or vice versa. We decided to upload all books
to the Brockport Bookshelf collection, and then as soon as we got 4 or 5 books
from a department to have bepress create a departmental collection, which we
then used a filter to gather them there, as well. That was one of our goals in
building the collection to begin with – to get representation from every
department on campus in our IR. (Conversely, theses are uploaded by department,
and then gathered to a central collection.) We also looked for opportunities to
be able to add the full text of books, as well. We have 25 right now that are
FT, and they have been downloaded more than 15K times.
That’s
all that really comes to mind, but I am happy to answer any other questions
that you may think of.
All
the best,
Kim L
Myers
Digital
Repository Specialist
2014
bepress IR All Star
44K,
Drake Memorial Library
The
College at Brockport, State University of New York
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