Training Course on Developing and Managing Institutional Repositories

Course Title: Training Course on Developing and Managing Institutional Repositories

Executive Summary

This comprehensive two-week training course equips participants with the knowledge and skills necessary to develop and manage effective institutional repositories (IRs). The course covers the entire lifecycle of an IR, from planning and policy development to content acquisition, metadata creation, preservation, and outreach. Participants will learn about different IR platforms, metadata standards, and best practices for ensuring the long-term accessibility and visibility of research outputs. The course emphasizes practical application through hands-on exercises and case studies, enabling participants to return to their institutions with the ability to establish, grow, and sustain a successful IR program that supports open access and research dissemination.

Introduction

Institutional repositories (IRs) are vital infrastructure for preserving and disseminating the scholarly output of universities and research institutions. They provide a centralized location for faculty, students, and researchers to deposit and share their publications, data, and other research materials, increasing the visibility and impact of their work. This course provides participants with a thorough understanding of the principles, technologies, and practices involved in developing and managing successful IRs. It addresses key issues such as policy development, content recruitment, metadata standards, preservation strategies, and outreach activities. Through a combination of lectures, discussions, and hands-on exercises, participants will gain the practical skills and knowledge needed to establish and maintain a thriving IR program that supports the open access movement and enhances the reputation of their institution. This course is designed for professionals who are responsible for or involved in the development, implementation, or management of institutional repositories.

Course Outcomes

• Understand the purpose and benefits of institutional repositories.
• Develop and implement policies for IR content and access.
• Select and configure appropriate IR software.
• Create and manage metadata for research outputs.
• Implement strategies for content recruitment and promotion.
• Ensure the long-term preservation of digital assets.
• Evaluate the impact and effectiveness of the IR.

Training Methodologies

• Interactive lectures and presentations.
• Group discussions and brainstorming sessions.
• Hands-on exercises using IR software.
• Case study analysis of successful IR implementations.
• Guest lectures from experts in the field.
• Practical workshops on metadata creation and content curation.
• Q&A sessions and individual consultations.

Benefits to Participants

• Gain a comprehensive understanding of IR principles and practices.
• Develop the skills to plan, implement, and manage an IR.
• Learn how to select and configure IR software.
• Master metadata creation and management techniques.
• Enhance their ability to promote open access and research dissemination.
• Network with other IR professionals.
• Receive a certificate of completion.

Benefits to Sending Organization

• Establish a centralized repository for research outputs.
• Increase the visibility and impact of institutional research.
• Support open access initiatives.
• Improve the management and preservation of digital assets.
• Enhance the institution’s reputation as a leader in research and innovation.
• Attract and retain top researchers.
• Comply with funding agency mandates for open access.

Target Participants

• Library directors and staff.
• Research administrators.
• IT professionals.
• Faculty members involved in open access initiatives.
• Graduate students and postdoctoral researchers.
• Information professionals.
• Anyone interested in developing and managing institutional repositories.

Week 1: Foundations and Development of Institutional Repositories

Module 1: Introduction to Institutional Repositories

1. Definition and purpose of institutional repositories.
2. Benefits of IRs for institutions and researchers.
3. The open access movement and its impact on IRs.
4. Types of content suitable for IRs.
5. IRs in the global research landscape.
6. Key stakeholders and their roles.
7. Ethical considerations in managing IRs.

Module 2: Planning and Policy Development

1. Defining institutional goals and objectives for the IR.
2. Developing a comprehensive IR policy.
3. Addressing copyright and intellectual property issues.
4. Setting access and usage guidelines.
5. Creating a submission workflow.
6. Developing a preservation plan.
7. Establishing a governance structure for the IR.

Module 3: IR Software Platforms

1. Overview of popular IR software platforms (e.g., DSpace, EPrints, Fedora).
2. Comparison of features and functionalities.
3. Factors to consider when selecting an IR platform.
4. Installation and configuration of IR software.
5. Customizing the user interface.
6. Integrating with other institutional systems.
7. Hands-on exercise: Installing and configuring a basic IR instance.

Module 4: Metadata Standards and Practices

1. Introduction to metadata and its importance for IRs.
2. Overview of relevant metadata standards (e.g., Dublin Core, MODS).
3. Creating high-quality metadata records.
4. Controlled vocabularies and authority control.
5. Metadata harvesting and interoperability.
6. Metadata quality assurance.
7. Hands-on exercise: Creating metadata records for different types of research outputs.

Module 5: Content Acquisition and Recruitment

1. Developing a content acquisition strategy.
2. Identifying potential content sources.
3. Reaching out to faculty and researchers.
4. Promoting the IR within the institution.
5. Providing support and training for contributors.
6. Addressing concerns about copyright and open access.
7. Incentivizing content submission.

Week 2: Management, Preservation, and Outreach

Module 6: Content Management and Curation

1. Managing submitted content.
2. Reviewing and approving submissions.
3. Handling withdrawals and corrections.
4. Ensuring content quality and accuracy.
5. Creating collections and communities within the IR.
6. Managing user accounts and permissions.
7. Dealing with inappropriate or unauthorized content.

Module 7: Digital Preservation Strategies

1. Introduction to digital preservation concepts.
2. Identifying preservation risks.
3. Developing a long-term preservation plan.
4. File format migration and emulation.
5. Metadata for preservation.
6. Storage and backup strategies.
7. Monitoring and auditing preservation activities.

Module 8: Outreach and Promotion

1. Developing a communication and marketing plan.
2. Promoting the IR to different audiences.
3. Creating promotional materials (e.g., brochures, websites).
4. Using social media to raise awareness.
5. Presenting at conferences and workshops.
6. Tracking usage statistics and impact.
7. Demonstrating the value of the IR to stakeholders.

Module 9: Measuring Impact and Assessing Effectiveness

1. Defining key performance indicators (KPIs) for the IR.
2. Collecting and analyzing usage statistics.
3. Measuring the impact of the IR on research dissemination.
4. Conducting user surveys and interviews.
5. Comparing the IR to other repositories.
6. Identifying areas for improvement.
7. Reporting on the performance of the IR.

Module 10: Future Trends and Sustainability

1. Emerging trends in open access and scholarly communication.
2. The role of IRs in the evolving research landscape.
3. Integrating IRs with other research information systems.
4. Exploring new technologies and functionalities.
5. Ensuring the long-term sustainability of the IR.
6. Developing a succession plan.
7. Building partnerships and collaborations.

Action Plan for Implementation

1. Conduct a needs assessment to determine the specific requirements of the institution.
2. Form a steering committee to oversee the development and implementation of the IR.
3. Develop a detailed project plan with timelines and milestones.
4. Secure funding and resources for the IR.
5. Select and configure an appropriate IR software platform.
6. Develop a comprehensive IR policy.
7. Train staff on IR management and preservation practices.