Possible automated workflows to check out!

I like your term the "Texas workflow". I believe the negative feedback at UT Austin was indeed from their decision to post the files without prior knowledge from the authors. That is one reason we at Texas Tech are using it as a point of outreach, as we have had similar issues in the past and generally allow take downs upon request. Additionally, there is limited awareness about the IR on our campus, which may not be the case at UT Austin.

Here is some information from 2013 about repository management staff from Portland State and Washington State: Bjork, Karen; Isaak, David; and Vyhnanek, Kay, "The Changing Roles of Repositories: Where We Are and Where We Are Headed" (2013). Library Faculty Publications and Presentations. Paper 84.

http://pdxscholar.library.pdx.edu/ulib_fac/84 

There may be updated information out there, but this seemed like a good summary for your questions about exact FTE. You many also want to check the library Publishing Coalition site/directory. It's not IR-specific but it may give you a feel for what institutions' staff size dedicated to 'library publishing'.

 At TTU, while there are about 4 FTE who actively have responsibility managing the IR, we do have many students who work on the digital collections (not publications necessarily). Our Digital Resources department trains students and faculty. I am assigned with outreach to faculty and students as well as making workflows user-centered. I am the primary person who deposits faculty work. I'm also working on hiring PT student (I'm in a different department).

Camille Thomas

Scholarly Communication Librarian

Texas Tech University

On Tue, Nov 22, 2016 at 9:28 AM, Claudia Holland <chollan3@gmu.edu> wrote:

Thanks very much for sharing this info, Shilpa. The Texas workflow looks very promising. I am curious about the reference to the “negative” feedback from faculty in the presentation. Do you know if this stems from IR Managers uploading content without permissions from author, or what?

Building off this conversation, I would like to ask about staff support for maintaining an IR. How many FTE and PT staff do you (the collective “you”) have to manage your IR deposits? Do you hire students, too? If so, how many hours/week? Who provides the training and supervises these students? Does the person in charge of the IR have other regular assigned duties? Who is assigned IR outreach to faculty and students? 

I am happy to compile this information if anyone is interested and there is enough response to this query.

Thanks,

Claudia

Claudia Holland, M.A., M.L.I.S.

Head, Scholarly Communication and Copyright

Mason Publishing Group

George Mason University Libraries

4400 University Dr., MS 2FL

Fairfax, VA  22030

703-993-2544

chollan3@gmu.edu

publishing.gmu.edu

From: Shilpa Rele <shilpa.rele@gmail.com>
Reply-To: Shilpa Rele <shilpa.rele@gmail.com>
Date: Friday, November 18, 2016 at 5:57 PM
To: "scholcomm@lists.ala.org" <scholcomm@lists.ala.org>

Subject: Re: [SCHOLCOMM] Best Practices : Checking copyright for authors

Sorry, the links didn't transfer over in my earlier email - I've added them below.

Shilpa

On Fri, Nov 18, 2016 at 2:49 PM, Shilpa Rele <shilpa.rele@gmail.com> wrote:

Hi - Until recently we followed similar practices for clearing copyright for faculty publications. Last month I read about Joy Perrin at Texas Tech on the DLF blog talk about a new workflow designed by folks at UT Austin that they are experimenting with.  We at LMU gave it a shot as well and have now begun to download faculty publication citations from Web of Science and using Google Sheets and Google Scripts for the purpose.

We’ve also been actively seeking out CVs from faculty. Once we get the CV, we’ve been adding citations to a Google sheet template that contains the scripts. We’re still working out the details of our workflow but loosely here’s what we’ve started to do: copy each citation into the first column of a Google Sheet template that contains the scripts.  In the second column, copy just the name of the publication. In the 3rd column, run a “VLOOKUP” that searches a database of contacts, information (i.e. ceased publications), and ISSNs to each journal we have ever researched as we built the IR. Then in the next column, run the Sherpa/Romeo Google Scripts based off of the ISSNs that the VLOOKUP receives. This will show the copyright permissions or contact information. Example: Brett Hoover. We track our progress  in excel sheets stored in Box because the scripts take forever to load if one edits the Google sheet too much.

In addition, we subscribe to 1Science and they’ve sent us their datasets with LMU faculty content that is openly available on the web. We have a script that downloads all the PDFs listed in the spreadsheet but we are also checking the permissions against Sherpa/Romeo since this is the first time we have received such a dataset from them.

 We make use of Illiad/Document Delivery Service to help us get copies of works that we have permissions for.

All in all, this new automated workflow has reduced our time considerably to clear copyright permissions. We use Bepress Digital Commons, so we are also exploring batch uploading tool. We are still working on documenting these workflows, so I’ll be happy to share documentation once they are ready.

If you would like further details or have suggestions for above workflows, please contact me and I’ll be happy to talk more about this.

Best,
Shilpa

Shilpa Rele | Digital Program Librarian
William H. Hannon Library | Loyola Marymount University
1 LMU Drive MS 8200 Los Angeles CA 90045
shilpa.rele@lmu.edu | 310.338.2792
More info: Digital Library Program | Scholarly Communications LibGuide