““Design and Development of Design and Development of Institutional Repository of Electronic Institutional Repository of Electronic Theses and Dissertations at Shrimati Theses and Dissertations at Shrimati

Hansa Mehta Library, M.S. Hansa Mehta Library, M.S. University of Baroda”: A Case studyUniversity of Baroda”: A Case study..

Ms Binal H Joshi Dr Mayank TrivediMs Binal H Joshi Dr Mayank TrivediLibrarian University LibrarianLibrarian University LibrarianBabaria Institute of Technology Shrimati Hansa Mehta Library Babaria Institute of Technology Shrimati Hansa Mehta Library BITS edu Campus, Varnama M.S. University of BarodaBITS edu Campus, Varnama M.S. University of Baroda

INSTITUTIONAL REPOSITORYINSTITUTIONAL REPOSITORY

““University-based institutional repository is a University-based institutional repository is a set of services that a university offers to the set of services that a university offers to the members of its community for the members of its community for the management and dissemination of digital management and dissemination of digital materials created by the institution and its materials created by the institution and its community members.” community members.”

I have tried to design and develop an I have tried to design and develop an institutional repository of Electronic Theses institutional repository of Electronic Theses and Dissertations present in Shrimati Hansa and Dissertations present in Shrimati Hansa Mehta Library, which is the central library of Mehta Library, which is the central library of the M.S. University and houses all the theses the M.S. University and houses all the theses of research carried out by the students of of research carried out by the students of various departments.various departments.

To develop an IR of ETDs, using open source To develop an IR of ETDs, using open source software known as “Dspace” is the main software known as “Dspace” is the main objective of this case study objective of this case study

To promote the idea of electronic publishing To promote the idea of electronic publishing and the use of multimedia among research and the use of multimedia among research scholars and faculties of the university.scholars and faculties of the university.

Institutional Repository can be used as a Institutional Repository can be used as a platform to publicize the research output of the platform to publicize the research output of the faculty and students of M.S.University.faculty and students of M.S.University.

OBJECTIVES OF THE CASE STUDY

Digital library is the demand of the day.Digital library is the demand of the day. The work of uploading theses on the IR will The work of uploading theses on the IR will

help the students who are in pursuit of taking help the students who are in pursuit of taking up new research projects.up new research projects.

The UGC provides mandate “for submission The UGC provides mandate “for submission of electronic version of theses and of electronic version of theses and dissertations by the researchers in universities dissertations by the researchers in universities with an aim to facilitate open access to Indian with an aim to facilitate open access to Indian theses and dissertation to the academic theses and dissertation to the academic community world-wide”. community world-wide”.

““Shodhganga” is managed and maintained by Shodhganga” is managed and maintained by INFLIBNET for this purpose.INFLIBNET for this purpose.

SHRIMATI HANSA MEHTA LIBRARYSHRIMATI HANSA MEHTA LIBRARY

Collection comprises of over 7 lakhs books, 63 Collection comprises of over 7 lakhs books, 63 computers and 17 nodes for browsing books and E-computers and 17 nodes for browsing books and E-Resources.Resources.

BARODA (STATE) COLLECTION is a unique BARODA (STATE) COLLECTION is a unique historic collection of Administrative, Legal, historic collection of Administrative, Legal, Educational & other documents and publications of Educational & other documents and publications of the Baroda State of Pre-Independence Era. the Baroda State of Pre-Independence Era.

Rare books include books as old as dated back to Rare books include books as old as dated back to Sixteenth Century. Approximately 3,500 books are Sixteenth Century. Approximately 3,500 books are preserved in this precious collection, which comprises preserved in this precious collection, which comprises of some noteworthy titles, which are out of print. of some noteworthy titles, which are out of print.

INSTALLATION OF DSPACE SOFTWAREINSTALLATION OF DSPACE SOFTWARE

The Dspace digital library software for the IR of Shrimati Hansa Mehta Library is The Dspace digital library software for the IR of Shrimati Hansa Mehta Library is installed on Ubuntu (10.10) which is a complete desktop Linux operating system. installed on Ubuntu (10.10) which is a complete desktop Linux operating system. The installation is done through a live CD, developed by Dr A R D Prasad and his The installation is done through a live CD, developed by Dr A R D Prasad and his team. team.

At the first stage, it will ask for two options – install Ubuntu or try At the first stage, it will ask for two options – install Ubuntu or try Ubuntu. In order to install the software so that it is saved after closing Ubuntu. In order to install the software so that it is saved after closing down, it is necessary to select Install Ubuntu. Then it will ask for the down, it is necessary to select Install Ubuntu. Then it will ask for the option – erase the entire disk or create a partition in any drive. For this case option – erase the entire disk or create a partition in any drive. For this case study I have selected the option- erase the entire disk and install. The study I have selected the option- erase the entire disk and install. The “Erase and use the entire disk” option will destroy any existing partitions if “Erase and use the entire disk” option will destroy any existing partitions if there are any, creating new partitions. The hard drive will then have only there are any, creating new partitions. The hard drive will then have only the new Ubuntu system on it, and any data on the old partitions will be the new Ubuntu system on it, and any data on the old partitions will be lost. The steps as displayed will have to be followed and the software is lost. The steps as displayed will have to be followed and the software is installed as the required backend software support is already provided in installed as the required backend software support is already provided in the CD.the CD.

Alternatively Dspace can be downloaded from the Alternatively Dspace can be downloaded from the following website:following website:

DSpaceDSpace

http://www.sourceforge.net/projects/dspacehttp://www.sourceforge.net/projects/dspace Apache-TomcatApache-Tomcat

http://tomcat.apache.orghttp://tomcat.apache.org Apache-antApache-ant

http://ant.apache.orghttp://ant.apache.org

Customization of the User Interface of Customization of the User Interface of DspaceDspace

There are two interfaces for Dspace:There are two interfaces for Dspace:

1 JSPUI1 JSPUI

2 XMLUI2 XMLUI

For this case study basic customization of the JSPUI interface For this case study basic customization of the JSPUI interface was done, which involves basic changes in the header, footer, was done, which involves basic changes in the header, footer, style sheet and side bar. Basic understanding of HTML is style sheet and side bar. Basic understanding of HTML is required to make changes in the header and footer files.required to make changes in the header and footer files.

In the next step changes were made for adding In the next step changes were made for adding copyright line in the footer. default file in the layout copyright line in the footer. default file in the layout folder of Dspace, which is reflected in the next folder of Dspace, which is reflected in the next screenshot. After that in the navigation bar of Dspace screenshot. After that in the navigation bar of Dspace on the left side there is link known as “Administer” on the left side there is link known as “Administer” which further has links of Edit News (top bar and side which further has links of Edit News (top bar and side bar) in which the HTML commands for the tag line bar) in which the HTML commands for the tag line “Welcome to the Institutional Repository of Shrimati “Welcome to the Institutional Repository of Shrimati Hansa Mehta Library” was given and for the side Hansa Mehta Library” was given and for the side news, HTML commands for Google calendar and news, HTML commands for Google calendar and dictionary were given. Important links to the other dictionary were given. Important links to the other

repositories can also be given at this place.repositories can also be given at this place.

CREATION OF COMMUNITIES AND SUB COMMUNITIES CREATION OF COMMUNITIES AND SUB COMMUNITIES

FOR M.S.UNIVERSITYFOR M.S.UNIVERSITY

The hierarchy of Dspace is highly suitable for a university The hierarchy of Dspace is highly suitable for a university setup. setup.

The faculties and the departments of the University can be The faculties and the departments of the University can be organized as communities and sub-communities in Dspace. organized as communities and sub-communities in Dspace.

The Maharaja Sayajirao University of Baroda has thirteen The Maharaja Sayajirao University of Baroda has thirteen faculties which were organized as top level communities in faculties which were organized as top level communities in Dspace and their respective departments were organized as Dspace and their respective departments were organized as sub- communities. sub- communities.

There is no limit for the creation of communities and sub-There is no limit for the creation of communities and sub-communities; however all the tasks can only be performed by communities; however all the tasks can only be performed by the administrator (dspace@localhost). the administrator (dspace@localhost).

On the right hand side of the webpage there is On the right hand side of the webpage there is an option “Create top level community”, an option “Create top level community”, through which the different communities are through which the different communities are created. created.

For creation of sub-communities, the particular For creation of sub-communities, the particular top level community has to be clicked and top level community has to be clicked and then there is a link to create the “Sub-then there is a link to create the “Sub-Community”. Community”.

COLLECTION AND UPLOADING OF COLLECTION AND UPLOADING OF THESESTHESES

Communities can maintain an unlimited Communities can maintain an unlimited number of collections in Dspace. number of collections in Dspace.

Collections can be organized around a topic or Collections can be organized around a topic or by type of information (such as working by type of information (such as working papers or datasets, e-books) or by any other papers or datasets, e-books) or by any other sorting method a community finds useful in sorting method a community finds useful in organizing its digital items.organizing its digital items.

Collections can be created through the link Collections can be created through the link “Admin Tools” under which there is an option “Admin Tools” under which there is an option “create collection”. “create collection”.

This is the point where the actual uploading of This is the point where the actual uploading of digital documents is facilitated. For this case digital documents is facilitated. For this case study digital documents were uploaded to two study digital documents were uploaded to two communities:communities:

Rare Books CollectionRare Books Collection Theses & DissertationsTheses & Dissertations

After the creation of these two communities the link After the creation of these two communities the link “submit to this collection” was clicked and uploading “submit to this collection” was clicked and uploading of documents was started. of documents was started.

The staff of Hansa Mehta Library had digitized 60 The staff of Hansa Mehta Library had digitized 60 rare books by scanning them and storing it on rare books by scanning them and storing it on compact discs. The task of uploading these rare books compact discs. The task of uploading these rare books has been completed by the staff of the library.has been completed by the staff of the library.

Three full text theses have been uploaded to the Three full text theses have been uploaded to the collection “Theses and Dissertations”. The library collection “Theses and Dissertations”. The library houses a rich collection of Phd theses which will be houses a rich collection of Phd theses which will be uploaded on the Dspace software in a phase-wise plan uploaded on the Dspace software in a phase-wise plan as decided by the University Librarian.as decided by the University Librarian.

CREATION OF E-PEOPLECREATION OF E-PEOPLE

E-people are the users of Dspace who can be assigned E-people are the users of Dspace who can be assigned roles as submitters and reviewers by the Dspace roles as submitters and reviewers by the Dspace administrator. administrator.

Alternatively the users can also self register Alternatively the users can also self register themselves and submit documents to the Dspace themselves and submit documents to the Dspace repository. repository.

For this case study I have created users for the For this case study I have created users for the repository in form of submitters and reviewers. Some repository in form of submitters and reviewers. Some members of the library staff are assigned roles as members of the library staff are assigned roles as metadata editors through which they can edit metadata editors through which they can edit metadata for the digital documents submitted. metadata for the digital documents submitted.

All the faculties of M.S. University have “deans” as All the faculties of M.S. University have “deans” as their head. A Dspace account for the dean of each their head. A Dspace account for the dean of each faculty is created e.g “faculty is created e.g “dean.sciencedean.science” and they are ” and they are registered with the Dspace software. registered with the Dspace software.

All the deans can act as reviewers for the PhD All the deans can act as reviewers for the PhD students and teachers who will submit pre-prints or students and teachers who will submit pre-prints or post-prints to the repository. post-prints to the repository.

The Phd scholars will be given rights as “submitters” The Phd scholars will be given rights as “submitters” to their specific sub-community. E.g. A student of to their specific sub-community. E.g. A student of the Department of Physics can submit an article to the the Department of Physics can submit an article to the sub-community physics, which will be reviewed by sub-community physics, which will be reviewed by the Dean of Science and the article will be committed the Dean of Science and the article will be committed to the archive by the metadata editor of the staff of to the archive by the metadata editor of the staff of Shrimati Hansa Mehta Library.Shrimati Hansa Mehta Library.

FUTURE PROSPECTS FUTURE PROSPECTS

The case study of developing an institutional The case study of developing an institutional repository of electronic theses and dissertations repository of electronic theses and dissertations served as a pilot project for the library as after this the served as a pilot project for the library as after this the library signed a MoU with the INFLIBNET centre to library signed a MoU with the INFLIBNET centre to join the “Shodhganga” repository. join the “Shodhganga” repository.

The MoU was signed on 22nd Aug 2012 and a The MoU was signed on 22nd Aug 2012 and a workshop was organized on the same day to provide workshop was organized on the same day to provide training to the PhD scholars of the University. training to the PhD scholars of the University.

The work of uploading theses and dissertation will be The work of uploading theses and dissertation will be carried out by the library staff in the coming months carried out by the library staff in the coming months and INFLIBNET will provide funds for digitization and INFLIBNET will provide funds for digitization of old theses and anti- plagiarism software to the of old theses and anti- plagiarism software to the

University.University. The library has decided to digitize the electronic The library has decided to digitize the electronic

theses and dissertations in a planned phase wise theses and dissertations in a planned phase wise program. Initially the last 5 years’ theses and program. Initially the last 5 years’ theses and dissertations (538) will be uploaded on dissertations (538) will be uploaded on “Shodhganga” in the coming 2 years.“Shodhganga” in the coming 2 years.

ADVANTAGES OF IR FOR SHRIMATI HANSA ADVANTAGES OF IR FOR SHRIMATI HANSA MEHTA LIBRARYMEHTA LIBRARY

preserve digital datapreserve digital data enhance access to and visibility of researchenhance access to and visibility of research address unsustainable increases in the cost of address unsustainable increases in the cost of

traditional publication. traditional publication. Research papers can be uploaded on the repository Research papers can be uploaded on the repository

and academic strength of the M.S. University will be and academic strength of the M.S. University will be hi-lighted to the world.hi-lighted to the world.

It will provide a window that gives open access to It will provide a window that gives open access to improve the sponsoring institution’s visibility and improve the sponsoring institution’s visibility and status status

IR will prove to be a stepping stone to the IR will prove to be a stepping stone to the development of digital library.development of digital library.

The library has a rich collection of rare The library has a rich collection of rare documents and manuscripts which can be documents and manuscripts which can be preserved in the digital format and will be preserved in the digital format and will be accessible by all. accessible by all.

The IR will serve as a comprehensive The IR will serve as a comprehensive publication database of Maharaja Sayajirao publication database of Maharaja Sayajirao University which in turn will facilitate better University which in turn will facilitate better management of research knowledge, better management of research knowledge, better visibility, wider access, better impact and visibility, wider access, better impact and citations and preservation for posterity citations and preservation for posterity