SP3 Philip Wong

Slide1 : Developing an E-theses Collection in the CityU Institutional Repository Philip Wong Systems Librarian City University of Hong Kong Library ETD2006 9th International Symposium on Electronic Theses and Dissertations Quebec City, Canada June 7 -10, 2006


Outline : Outline About CityU Existing E-theses CityU Institutional Repository E-theses in IR


About CityU : About CityU City University of Hong Kong Found in 1984 as City Polytechnic of Hong Kong. Upgraded to self-accrediting University in 1994. 3 faculties (17 departments), 4 schools and 1 community college. Programs cover Doctoral, Master, Bachelor and Associate degrees. Student enrollment as of 2005/06: full-time: 16,000 part-time: 9,500 Strong IT infrastructure in supporting e-learning & teaching. Deployment of e-portal on Bb6.


About CityU (cont.) : About CityU (cont.) CityU Library Collections (2004/05) 885,000 volumes of monographs: 70% Western, 30% Chinese 180,000 volumes of bound periodicals 3,850 print serials titles E-resource as of 2004/05 E-databases: 466 E-journals 32,595 titles E-books: 50,518 titles Linking software: SFX Automated library system: INNOPAC One of the busiest libraries in the region: opened until 1:00 am in regular semester. Number of entrance (2004/05): 1.85 millions


Existing E-theses : Existing E-theses CityU’s theses and dissertation collection includes papers dated back to 1990. 1200 research postgraduate theses (Ph.D., M.Phil.) 1300 taught postgraduate dissertations (M.A., M.Sc., M.Eng, LLM) Began digitization project in 2002. In 2003, the School of Graduate Studies require submission of electronic copy of Ph.D. and M.Phil. theses along with the printed copy.


Existing E-theses (cont.) : Existing E-theses (cont.) Created MARC records in online catalog with tag 856 linking to abstract and full-text. Search by author, title, subject. Created Web pages to facilitate browsing by titles, degrees, and departments. Limited access Abstracts and tables of contents – open to public Full-text – restricted to CityU for theses submitted before 2004, i.e. before the electronic submission requirement. The Library is working towards widening the access.


Existing E-theses (cont.) : Existing E-theses (cont.) Thesis record in Library Catalog


Existing E-theses (cont.) : Existing E-theses (cont.) Theses browsed by titles


Existing E-theses (cont.) : Existing E-theses (cont.) New demands To enhance searching and retrieval. To synchronize the development of the Institutional Repository.


CityU IR : CityU IR CityU Institutional Repository September 2004: formed the IR Task Force 2005: conducted systems evaluation and development February 2006: launched the IR Part of the CityU Library Digital Initiatives http://www.cityu.edu.hk/lib/digital/ Developed in DSpace


CityU IR (cont.) : CityU IR (cont.) Why Created IR To support Knowledge Management, one key area in CityU’s Information Services Strategic Plan 2005-2010: “Provision of and access to scholarly information in electronic and print format in a timely manner.” To capture, disseminate, and preserve the scholarly outputs of CityU. To increase CityU’s “institutional visibility and prestige” and to exploit “new scholarly publishing paradigm”*. To support the Open Archives Initiative. * Raym Crow, “The Case for Institutional Repositories: A SPARC Position Paper”, 2002.


CityU IR (cont.) : CityU IR (cont.) Functional requirements Support Chinese OAI-compliant Provide administrative interface Allow customization Can be set up and supported by the Library


CityU IR (cont.) : CityU IR (cont.) Common open source software used for IR EPrints DSpace Fedora others Reference: Budapest Open Access Initiative: A Guide to Institutional Repository Software (http://www.soros.org/openaccess/software/)


CityU IR (cont.) : CityU IR (cont.) Selected DSpace It has good support to Unicode and therefore Chinese. It is OAI compliant off the shelf. It provides an administrative and submission interface. It is written in Java and JSP which allows high customization. Its hierarchy of communities and collections allows to build the repository along the administrative structure of the institution.


CityU IR (cont.) : CityU IR (cont.) IR configuration as of May 2006 Home URL: http://dspace.cityu.edu.hk/ DSpace version: 1.3.2 Systems: Linux Enterprise 3; Tomcat 5 Server: Intel Pentium 4 2.8 GHz; 1 GB RAM


CityU IR (cont.) : CityU IR (cont.) Current collections Emphasized on student works Outstanding Academic Papers by Students (OAPS) Student Works with External Awards Undergraduate Final Year Projects Theses and Dissertations (under development)


CityU IR (cont.) : CityU IR (cont.) CityU IR Home


CityU IR (cont.) : CityU IR (cont.) Collection – Student Works with External Awards


CityU IR (cont.) : CityU IR (cont.) Collection –Outstanding Academic Papers by Students


E-theses in IR : E-theses in IR Benefits of migrating E-theses to IR IR is OAI-PMH complaint, ready to expose records immediately By publicizing theses through IR, more authors of old theses will be willing to grant access rights. Provides one-stop search for all student works. Provides excellent showcase of student academic achievements. Provides long-term reference by assigning persistent handle Provides fast start-up to the growth of IR.


E-theses in IR (cont.) : E-theses in IR (cont.) Issues migrating to DSpace Lack of theses-specific metadata set Lack of specific workplace for supervising the submission and acceptance of theses. Need to integrate E-theses into the existing hierarchy of communities and collections. Not real issues For 1, Dublin Core is flexible to have qualified elements added. For 2, CityU E-theses emphasizes on post-submission workflow. For 3, DSpace allows cross collections mappings; collection-based metadata is also supported.


E-theses in IR (cont.) : E-theses in IR (cont.) Metadata in CityU E-theses title title.alternative contributor.author contributor.department [added by CityU] date.issued publisher subject description description.degree [added by CityU] description.abstract identifier.catalog [added by CityU] identifier.uri


E-theses in IR (cont.) : E-theses in IR (cont.) Thesis record in XML Dublin Core format Wong, Wing Sze 黃穎詩 2000 http://hdl.handle.net/2132/795 Thesis (Ph.D.)--City University of Hong Kong, 2000 Bibliography: leaves 68-70 vi, 184 leaves : ill. ; 30 cm. This thesis examines the role of mind-body belief in understanding .... Dept. of Applied Social Studies, City University of Hong Kong Exercise -- Psychological aspects Exercise -- Research -- Methodology Mind and body Self-selection bias in psychologically based exercise research : the role of mind-body Xin li xue fan chou nei yun dong yan jiu de zi xuan pian yi wen ti : shen xin xin nian de jue se. 心理學範疇內運動硏究的自選偏倚問題 : 身心信念的角色 Thesis Dept. of Applied Social Studies http://lib.cityu.edu.hk/record=b1578068 Ph.D.


E-theses in IR (cont.) : E-theses in IR (cont.) Migration process Output MARC records from Library Catalog. Converted MARC to Dublin Core in XML format. OCR over 2500 abstracts. Added metadata fields. Imported Dublin Core records to DSpace.


E-theses in IR (cont.) : E-theses in IR (cont.) Features – created subcommunities by departments


E-theses in IR (cont.) : E-theses in IR (cont.) Features –created collections by degrees


E-theses in IR (cont.) : E-theses in IR (cont.) Features –assigned CNRI persistent handle


E-theses in IR (cont.) : E-theses in IR (cont.) Features – enabled Chinese searching and display


E-theses in IR (cont.) : E-theses in IR (cont.) Limitations and future enhancements Access rights Old theses submitted before the electronic submission requirements (2004) can not be opened to public or for academic exchange. By providing a publishing platform in IR, it is hoped that more authors will be willing to grant access rights. Submission process Submission of e-copy is currently managed by School of Graduate Studies and departments, a rather manual process. Online submission is supported by DSpace, how far should it go? Online acceptance and approval - not necessary in CityU File upload and metadata input - easy to implement


Developing an E-theses Collection in the CityU IR : Developing an E-theses Collection in the CityU IR Thank You! Philip Wong lbphilip@cityu.edu.hk