SUNScholar/Guidelines/Step 3

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Step 3 - Personnel

Assign the following persons to the project.

  • A library repository manager and librarians, to be appointed permanently.
  • An experienced (4yrs) IT Ubuntu Linux system administrator for installation, cutomisation, optimisation and upgrades.
  • An experienced (4yrs) web 2.0 developer for website programming and styling.
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Back to Audit

Introduction

Efforts are underway to produce an institutional repository. For guidelines about building a good digital collection, see the links below.

Update 2013: See: http://web.lib.sun.ac.za/digital-collection for an archived copy. It seems the NISO website no longer hosts this document.

Critical Milestones

Please note: Items in italics are completed. Other items have completion dates and assigned action persons.

SUNScholar Workgroup

Establish a SUNScholar Workgroup. Completed: 03/02/2010. Members: Hilton Gibson, Ina Smith, Reggie Raju, Paulette Talliard, Philip de Villiers, Mimi Seyffert

Community Engagement

  1. SCESCAL Pre-conference workshop. See http://www.scecsal.org/conferences/2010/2010.html
  2. Botswana Digital Scholarship Conference, 25 - 27 May 2010. - Withdrawn
  3. Visit by Univ. of PTA, UNISA, Univ. of Jhb. 9-10 Sept. 2010.
  4. IR Wiki. See http://ir.sun.ac.za/wiki/index.php/Main_Page. (Superseded by http://bit.ly/goodir and http://bit.ly/garpir)
  5. Mailing lists in support digital scholarly research support from the library.
    1. General news and information: http://lists.lib.sun.ac.za/mailman/listinfo/scholar
    2. IR discussion for South Africa and Africa: http://lists.lib.sun.ac.za/mailman/listinfo/irtalk
    3. Technical discussion and help about DSpace and the future Duraspace: http://lists.lib.sun.ac.za/mailman/listinfo/duraspace

Marketing

  1. Setup website theme with extra help texts. Completed 24/02/2010. See: http://scholar.sun.ac.za
  2. Happy Hour Session: US research - cited more, preserved forever. Introduction to SUNScholar. Completed on 12/02/2010. See: http://hdl.handle.net/10019.1/379
  3. Completion of Marketing Material. Completed on 24/02/2010. See: http://bib.sun.ac.za/images/f/fd/Sunscholar_general.pdf
  4. Participate in Open Access Week 18/10/2010 - 24/10/2010. See http://www.openaccessweek.org/2010/02/02/save-the-date-oa-week-2010/.
  5. Visit individual departments (Roadshow).
    1. Faculty of Economic and Management Sciences. Faculty Board Meeting 07/05/2010.
    2. Faculty of Arts and Social Sciences. Bosberaad 04/06/2010.
    3. Faculty of Health Sciences. Pathology Research Committee Meeting 09/06/2010.

Communication

  1. Regular announcements on 'Yammer'. Continuous process.
  2. Create a dedicated e-mail account for SUNScholar. Completed 20/11/2009. E-mail: scholar@sun.ac.za
  3. Setup mailing list. Completed 24/02/2010. See: http://lists.lib.sun.ac.za/mailman/listinfo/scholar
  4. Setup news blog. Completed 24/02/2010. See: http://blogs.sun.ac.za/sunscholar.
  5. Setup Facebook profile. Completed 24/02/2010. See: http://www.facebook.com/pages/Stellenbosch-South-Africa/University-of-Stellenbosch-Scholar/181640938009
  6. Setup Twitter account. Completed 24/02/2010. See: http://twitter.com/usscholar

Policies

  1. Compile a Business Plan. Proposed completion date is 30/06/2010. Action: Ina Smith & Reggie Raju.
  2. Finalise 2010 Service Level Agreement with IT Department. Proposed finalisation date is 31/03/2010. Action: Hilton Gibson, Reggie Raju, Joe Smit and Wouter Klapwijk. See: http://wiki.lib.sun.ac.za/index.php/SUNScholar/Capacity_Building
  3. Compile an Open Access Policy. Proposed completion date is 31/07/2010. Action: Ina Smith, Reggie Raju and Ellen Tise. Software for the golden route to open access is being evaluated here: http://neo.bib.sun.ac.za/ojs only available on campus.
  4. Compile a Copyright Guidelines Policy. Proposed completion date is 31/07/2010. Action: Ina Smith, Reggie Raju and Ellen Tise
  5. Compile a Digital Preservation Policy. Proposed completion date is 31/07/2010. Action: Ina Smith and Hilton Gibson
  6. Compile a Digitisation Policy. Proposed completion date is 31/07/2010. Action: Ina Smith, Reggie Raju, Hilton Gibson and Mimi Seyffert.

Progress Reports

  1. Theses & Dissertations. Completion date: 30/06/2010
  2. Problems experienced re theses & dissertations: 2008-March 2010. Completion date: 15/07/2010

Digital Assets

  1. Import old collections from lib.sun.ac.za. Completed on 24/02/2010.
  2. Import old collections from ir.sun.ac.za and import geospatial metadata schema. Proposed completion date is dependent on DSpace 1.6 release. Action: Ina Smith, Hilton Gibson and Wouter Klapwijk. Was released on 03/03/2010. Completed: 15/06/2010
  3. Conduct audit of digitisation projects on campus. Action: Ina Smith & Paulette Talliard

SUNeTD

See: http://bib.sun.ac.za/index.php/SUNeTD

DSpace and Ubuntu

  1. Setup technical documentation help wiki. Completed 01/11/2009 See: http://ir.sun.ac.za/wiki.
  2. Installation of DSpace and Ubuntu for SUNScholar. Completed 01/10/2009 with DSpace version 1.5.2 and Ubuntu version 8.04. See: http://ir.sun.ac.za/wiki/index.php/DSpace
  3. Implementation of web server security certificate. Completed 20/11/2009. See: http://ir.sun.ac.za/wiki/index.php/Internet_Security
  4. Registration of SUNScholar handle with CNRI handle server. Completed 20/11/2009. See: http://ir.sun.ac.za/wiki/index.php/Handle_Server
  5. Enabled campus logins and registration. Completed 01/12/2009. See: http://ir.sun.ac.za/wiki/index.php/User_Management
  6. Setup system backups and disaster recovery procedures. Completed 01/12/2009. See: http://ir.sun.ac.za/wiki/index.php/Disaster_Recovery

The upgrade to DSpace 1.6.1 is on hold. Tests on the development server did not go well. But the modifications for the XMLUI theme and the Atmire plugins will go ahead, in addition to the customisation for the Antarctic collection. New proposed completion date is: end of May 2010.

Researchers

  1. Update guidelines in annual year book re theses & dissertations. Action: Ina Smith, Research Office and Reggie Raju
  2. SUNScholar to feed data into research management system (RIMS). Action: Hilton Gibson, Wouter Klapwijk & Ralph Pina
  3. Compile and enable a SWORD-compliant GUI tool for large scale digital asset submissions. Action: Hilton Gibson, Wouter Klapwijk & Ina Smith. A test of OpenETD is in progress. See: http://neo.bib.sun.ac.za/etd available on campus only.

Training and Help

Materials

  1. Completion of SUNeTD help page in Afr/ Eng. Completed 11/01/2010. See: http://library.sun.ac.za/etd/index.htm
  2. Completion of online user help manual. Completed on 24/02/2010. See: http://bib.sun.ac.za/index.php/SUNScholar
  3. Completion of Submitter Training Materials. Completed on 24/02/2010. See: http://bib.sun.ac.za/index.php/SUNScholar_Submitters
  4. Completion of Faculty Librarian Training Materials. Action: Ina Smith. Completed on 27/05/2010. http://bib.sun.ac.za/images/1/11/Rolfb.pdf
  5. Completion of Cataloguer Training Materials.Completed on 24/02/2010. See: http://bib.sun.ac.za/index.php/SUNScholar_Metadata_Editors
  6. Completion of SUNScholar help web page. Action: Ina Smith.

Courses

  1. Completion of Submitter Training. Ongoing.
    1. 18/02/2010
    2. 04/03/2010
    3. 11/03/2010
    4. 25/03/2010
    5. 01/04/2010
    6. 08/04/2010
    7. 15/04/2010
    8. 22/04/2010
    9. 29/04/2010
    10. 27/05/2010
    11. 24/06/2010
  2. Completion of Faculty Librarian Training. Action: Ina Smith. Completed on 27/05/2010. Presentation: http://bib.sun.ac.za/images/d/d6/Fltraining_8june.pdf
  3. Completion of Cataloguer Training. Action: Ina Smith. Completed on 24/02/2010.
    1. 22/01/2010
    2. 08/02/2010

Web Analytics

  1. Register SUNScholar with search engines/harvesters. Action: Ina Smith. Proposed completion date 31/03/2010.
    1. Install Google Analytics. Action: Hilton Gibson & Ina Smith. Completed 01/03/2010
    2. Enable Google Webmaster Tools. Action: Hilton Gibson & Ina Smith. Completed 01/03/2010
    3. Register with: http://www.opendoar.org/suggest.php. Action: Hilton Gibson & Ina Smith. Completed 01/03/2010
    4. Register with: http://www.openarchives.org/Register/ValidateSite. Action: Hilton Gibson & Ina Smith. Completed 02/03/2010
    5. OAISTER/OCLC - Requested on 04/03/2010
    6. ROAR - Requested on 04/03/2010
    7. Webometrics (July 2010)
    8. ScientificCommons - Requested on 04/03/2010
    9. Wikipedia
    10. IRSpace
    11. eIFL.net
    12. DRIVER
    13. Google Scholar - Requested on 04/03/2010
    14. Google - Requested on 04/03/2010
    15. BASE Registry Watcher - Requested on 04/03/2010
    16. DSpace. Action: Hilton Gibson & Ina Smith. Completed 29/03/2010
    17. Scopus & Scirus
    18. UIUC OAI - Requested on 04/03/2010. Registered on 04/03/2010. http://gita.grainger.uiuc.edu/registry/details.asp?id=3404
    19. Darenet
    20. Europeana
    21. World Digital Library
    22. NDLTD
    23. OpenThesis
    24. Centre for Research Libraries
    25. ARROW
    26. ResearchNow

Release Activities

If critical milestones are completed, then SUNSCholar will be launched during Open Access Week 2010 18-24 October 2010.

  • Activity 1: Video-clips from researchers voicing their opinions on how they benefitted from SUNScholar/ open access.
  • Activity 2: Video-conference during launch with international presenter/ local high profile OA person.
  • Activity 3: Arrange for "coming attraction" publications in "Die Matie" and with the "Boschtelegram".
  • Activity 4: Open sessions on SUNScholar
  • Activity 5: Exhibit in Die Neelsie
  • Activity 6: Telepresence Conference
  • Activity 7: Presentation by Prof Hauptfleisch (Drama) on OA wiki theatre encyclopedia
  • Activity 8: Presentation by Prof Harms (Mechanical and Mechatronics Engineering) on OJ Journals (R & D Journal of the South African Institute for Mechanical Engineers)
  • Resources on Open Access Week wiki: http://www.openaccessweek.org

SUNScholar/Repository 

Back to Guidelines
Introduction

In the context of the library, the operational team provides information services, that are supported by the technical team using information systems, which are built and maintained in co-operation with the information technology department.

OPERATIONAL TEAM STRUCTURE AND COMPETENCIES

TECHNICAL TEAM STRUCTURE AND COMPETENCIES

What is the difference between the operational and technical teams?

Let me try to explain by way of an analogy using something we are very familiar with, namely property development.

Property developers buy land prepared with roads and utilities by the local municipality and erect buildings for occupation by future businesses or residents.

  • In the same way the technical team, prepares "roads and utilities" by constructing a "data center" which houses networking and server equipment.
  • Then the technical team "erects buildings" by installing software on the servers.
  • The software on the servers is utilised by the operational team, the equivalent of "businesses or residents" to complete a specific function.

See links below and above for more information about specific functions of the operational and technical teams.

What are the functions of these people, with these new job descriptions?

There seems to be some confusion regarding the role and function of the people described in the links above.

Let me try to explain by way an analogy, using the medical services field as an example..

  • Hospitals are full of specialists and administrators.
  • Each is professionally trained to fulfil a specific task.
  • The hospital administrator ensures the smooth functioning of the hospital, for the benefit of the specialists, in order to provide an excellent service to patients.

So it is, with the greatly expanded and currently expanding, technology and information sciences fields, in that, more specialisation is becoming the norm, as it was and is, in the medical field.

And now an attempt to translate the medical services definition to a library services definition, in support of academic research publishing and archiving.

  • Academic libraries are full of librarians and directors.
  • Each is professionally trained to fulfil a specific task.
  • The open scholarship director ensures the smooth functioning of the open academic systems with the assistance of the operational and technical teams, in order to provide an excellent service to researchers.
What else can these teams do for the library and the institution?

These same teams, with their skills, are also then capable of enabling other open systems for the institution, for example:

Communities of Practice (CoP)

In lieu of the lack of professional training venues for open online scholarly publishing practice, it is suggested that communities of practice (CoP) be formed for both the "soft" and "hard" skills mentioned above.

Below is a brief introduction to communities of practice.

Below are some web site examples. 

http://www.force11.org
http://adlsn.org
http://www.itoca.org
http://open-access.org.uk
http://openaccess.jiscinvolve.org
http://is4oa.org
http://aoasg.org.au
https://www.openaire.eu
http://chorusaccess.org
http://www.driver-community.eu
http://www.medoanet.eu
http://www.libereurope.eu/committee/scholarly-research
https://www.coar-repositories.org/activities/repository-interoperability
http://www.arl.org/focus-areas/shared-access-research-ecosystem-share
Scholarly Publishing Links
http://jlsc-pub.org
http://www.journalofelectronicpublishing.org
http://www.openaccesspublishing.org
http://www.librarypublishing.org
http://hybridpublishing.org
http://www.pubs-for-dev.info
http://www.sparc.arl.org/theme/campus-based-publishing
http://www.sspnet.org
http://www.aaupnet.org
References

Click on the heading above for further references.

Jobs
News
References
Give a person a fish and you feed that person for a day.
Teach a person to fish and you feed that person for a lifetime.

Complexity is easy to build, hard to use, and easy to charge for.
Simplicity is hard to build, easy to use, and hard to charge for.
Digital-dividends.png
Slhe.png
5-laws-modern.png
Bullshit.jpg
Uk-capacity-planning.jpg
Back to After Installation Tasks

EIFL Webinar

Tasks

The following tasks should be executed by an experienced Ubuntu Linux System Administrator.

  1. DISASTER RECOVERY
  2. DAILY ADMIN
  3. SERVER MAINTENANCE
  4. OPTIMISATIONS
  5. TROUBLESHOOTING
  6. SYSTEM UPGRADES
  7. RESTART DSPACE
  8. REBUILD DSPACE
  9. REBUILD INDEXES
  10. SQL TIPS
  11. REFERENCE ARCHITECTURE

Please Note:

During the long student vacations I update the software and do a server reboot to ensure the server machine will recover gracefully after an accidental loss of power in my absence.

References

Back to Guidelines

Back to After Installation Tasks

EIFL Webinar

SOFTWARE DEVELOPMENT

Click on the heading above,

OPERATIONAL GUIDE

This customisation relates to the technical details involved in the customisation of features available with DSpace, not the customisation required when performing operational management of the research archive. For example, the creation of communities and collections is for the repository director/manager to determine. See: http://scholar.sun.ac.za for an example of a communities and collections hierarchy.

Please consult the OPERATIONAL GUIDE for recommendations regarding the operational management of a digital research archive using DSpace software.

CUSTOMISATION SCOPE AND CAPACITY

If the feature customisation is to be preserved on the repository system for the long term, then adequate resources must be provided to ensure continuity of the customisation during system upgrades. Depending on the amount of customisation, this could turn out to be VERY EXPENSIVE for the institution if using an external service provider and if upgrades are done on a yearly basis. Therefore, the rule of thumb, for resource scarce institutions that do not have the system capacity, is to keep customisation to the ABSOLUTE MINIMUM or acquire the resources to build adequate system capacity locally in-house.

README FIRST - Advanced Feature Customisation (Modules Overlay Method)

Please read about advanced customisation before starting any customisation work, as it is the basis for most of the customisation tasks.

The idea is to put all your customised code into the folder: 

$HOME/source/dspace/modules

The source code is copied from the folder: 

$HOME/source

*** What is this $HOME thing ***

This allows you to keep the source code intact and to keep your modifications in one separate place. Using this method also helps greatly during upgrades.

Also please note, that to apply these customisations you will usually have to rebuild DSpace.

See the official explanation below:

Introduction

All of the feature customisation and system administration documentation assumes:

  1. That DSpace has been installed according to: http://wiki.lib.sun.ac.za/index.php/SUNScholar/DSpace.
  2. That you are working as the "dspace" user, which was created during the installation of the Ubuntu server software.

Now that you have a working repository, you will probably want to make it your own using a proper change management system.

Below are links to help pages with detailed information on how to customise your repository, to make it fit for the purpose for which it was created.

For more information consult the official DSpace documentation and subscribe to the DSpace help mailing lists (see bottom of page below) so that you can ask the experts for help.

Before beginning customization using this guide, please familiarize yourself with command line editor, nano. See below for brief instructions.

NANO Editor Help
CTL+O = Save the file and then press Enter
CTL+X = Exit "nano"
CTL+K = Delete line
CTL+U = Undelete line
CTL+W = Search for %%string%%
CTL+\ = Search for %%string%% and replace with $$string$$
CTL+C = Show line numbers

More info = http://en.wikipedia.org/wiki/Nano_(text_editor)

Director/Manager

Repository

  1. Browse and Search Indexes
  2. Web Analytics
  3. Theme
  4. Licences
  5. Language
  6. Email Templates

Items

  1. Submission System
  2. Usage Statistics
  3. Media Filters (Item full text search and thumbnails)
  4. Digital Object Checksums
  5. Digital Object Identifier's
  6. Open Search
  7. RSS Feeds

Librarians

Users

  1. Researcher Authorisation (LDAP Server)
  2. Researcher Identification (ORCID Server)

Items

  1. Curation
  2. Export and Import
  3. Versioning
  4. PDF Cover Page

Interoperability

  1. Harvest Remote Collections (OAI Consumer)
  2. Allow Remote Harvesters (OAI Producer)
  3. Allow Remote Deposits (SWORD interface)

Mailing Lists

International DSpace Support

Before posting a request, please see: https://wiki.duraspace.org/display/DSPACE/Mailing+List+Etiquette first.

African Repository Support

References

Click on the heading above.

DSpace References

Back to After Installation Tasks

Introduction

This wiki page details the major optimisations of the system performed at Stellenbosch University in an attempt to create a truly production optimised version of DSpace.

Recommended

  1. Server Hardware
  2. Tomcat Webapp Server
  3. ANSI SQL Database
  4. Java Virtual Machine
  5. Reduce system log sizes
  6. Bitstream checker

Optional

  1. Ubuntu Software
  2. Monit service
  3. Troubleshooting

YouTube Video

References

Back to System Admin

WE CANNOT ACCEPT RESPONSIBILITY FOR ANY DATA LOSS OR CORRUPTION
BEFORE PROCEEDING, DO EXTENSIVE TESTING ON SPARE INFRASTRUCTURE
*** YOU PROCEED AT YOUR OWN RISK ***

Introduction

Upgrading involves three systems.

  1. The repository software each year.
  2. The server software every 3 years.
  3. The server hardware every 4 years, if not virtualised or in the cloud.

EIFL Webinar

Change Management

Repository Software

Server Software

Server Hardware

References

Back to Upgrading

WE CANNOT ACCEPT RESPONSIBILITY FOR ANY DATA LOSS OR CORRUPTION
BEFORE PROCEEDING, DO EXTENSIVE TESTING ON SPARE INFRASTRUCTURE
*** YOU PROCEED AT YOUR OWN RISK ***

Introduction

How do you manage changes so that they do not affect the uptimes of the production system too much and are controlled by all interested parties.

The following are the recommended procedures to follow.

Recommendations

  1. Build a test/development system on another server, typically an old retired server. At Stellenbosch University library we built: http://repository.sun.ac.za (Only available on-campus). This is the machine which you use to test changes and upgrades of software before you implement it on the production server.
  2. Try not to make major changes to the system during peak usage times of the year. Pick a time when there are very few users on the system.
  3. When you want to implement a change or upgrade you will need to inform submitters, reviewers and metadata editors. For this, setup a mailing list and ensure all submitters, reviewers and metadata editors join the list. For normal users, send a notification to the campus communications manager and then when the time arrives for the change, put the system into maintenance mode.
  4. Before changing anything on the production server ensure your backups are working. It is a good idea to keep incremental backups for a period of at least seven days.
  5. If you have service level agreements with the IT department, then inform them of changes that affect them at least two weeks ahead of the time.

References

  1. http://admin.sun.ac.za/cm/
  2. http://en.wikipedia.org/wiki/ITSM
  3. http://en.wikipedia.org/wiki/ITIL
  4. http://en.wikipedia.org/wiki/Change_Management_(ITSM)
  5. http://en.wikipedia.org/wiki/Release_management
  6. http://en.wikipedia.org/wiki/Configuration_management
  7. http://www.jiscinfonet.ac.uk/infokits/change-management/
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