An institutional repository, also sometimes called a digital repository, is a system for preserving and making accessible scholarly work created at an academic institution (in this case, at the University of Washington) or in conjunction with other institutions. The University of Washington Libraries digital repository, ResearchWorks at University of Washington (https://digital.lib.washington.edu/dspace/index.jsp), is based on DSpace, open-source software created at the Massachusetts Institute of Technology (http://www.dspace.org).
Why should faculty participate?
Depositing articles and other materials in the Libraries’ repository increases their visibility and accessibility while also preserving the content. The Libraries make available access to our digital collections through a variety of search engines and interfaces, such as Google, Yahoo, etc.
The UW Libraries repository is a platform for freely distributed research. The default is open access to all deposited items for all users of the World Wide Web. Those interested in obtaining copies of deposited content no longer need to contact an author directly; they can simply retrieve a copy of the article from the repository. Using the repository also can relieve an author of maintenance chores for deposited files but still allows for linking to individual papers from a personal or department website.
How is content organized within the repository?
The repository is organized into Communities (departments, research centers, or other groups). Collections of various kinds then can be set up within a given Community.
Who decides what types of material go into the repository?
The Communities, in collaboration with the Libraries, define the kinds of material they want to include, the collections into which the material will be organized, and the personnel who will be authorized to contribute.
What kinds of materials can be deposited?
The system will accept any file format or content that a Community decides it wants to deposit into the repository (but see below for preservation implications). Examples of appropriate content may include data sets, working papers, technical reports, and other scholarship not usually submitted for peer-reviewed publications, along with previously published material, if appropriate permissions are acquired.
Can the Libraries assist with deposition of previously published content?
This is dependent upon current Library resources and the types of materials being considered for deposition. It is possible that the Libraries may be able to assist with requesting copyright permissions, scanning the offprints into PDF, metadata record creation and the batch import of large quantities of materials. An author should contact their department’s subject librarian or the Head of Digital Initiatives, Ann Lally, at diginit@u.washington.edu or 206.685.1473.
What is metadata and why is it important?
Metadata is descriptive information such as title, author, citation information, subject keywords, etc. It is important for access and preservation that a good metadata record be created for every submission. These records can be distributed to other libraries and research centers to add to their catalogs and facilitate retrieval and dissemination via search engines such as Google.
How can a department or center be identified?
Each Community has its own home within the repository with descriptive text, a link to its website, and a logo if desired. The Community view in DSpace easily presents a department's deposited research to prospective students, faculty, and granting institutions, resulting in higher visibility for the department.
What about preservation? How long will the files in the digital repository last?
While publishers may preserve published materials (e.g. journal articles) over time, there is no guarantee the Libraries always will be able to pay the high prices some publishers charge for access to their published content. In the past the Libraries purchased a copy of print journals and made the commitment to preserve the paper copy. Now, the Libraries typically licenses access to electronic journal content, similar to a lease agreement for a car. That could mean that if we cease paying for access, we have no access at all.
The repository addresses two aspects of digital preservation. First, the University Libraries has made a financial commitment of staffing and server space to preserve the files deposited in the repository. Second, depending on the file format, we may be able to preserve the full functioning of that file (for supported formats such as ASCII) or we may be able to preserve only the bits (for known or unsupported formats-usually created with proprietary software). In addition, the repository software creates persistent addresses (a “handle” - e.g., http://hdl.handle.net/1808/126) that will not change over time. They will be enduring citations.
How does an author determine her/his the rights re: placing published articles in the repository?
See the SHERPA/RoMEO publisher copyright policies & self-archiving web site at http://www.sherpa.ac.uk/romeo.php. This site provides a summary of the permissions that are given to authors by each publisher as part of their standard copyright transfer agreement.
