Enlighten and Open Access

William J NixonEnlighten Service Development Manager

Researcher Staff Conference, Glasgow, 20 April 2010

With thanks to Morag Greig and the Enlighten Team

Introducing Open Access

• Open Access is access to “free, online copies of peer-reviewed journal articles and conference papers as well as technical reports, theses and working papers.”

• Open access is not “self-publishing, nor a way to bypass peer-review and publication, nor is it a kind of second-class, cut-price publishing route. It is simply a means to make research results freely available online to the whole research community.”

• Maximum impact to the maximum audience

JISC Briefing Paper on Open Access

Two Options: OA Journals and OA Repositories

• OA Journals – Peer-reviewed journals such as PLoS Biology

• OA Repositories – are digital collections of research articles that have been placed there by their authors (or on behalf of the author). In the case of journal articles this may be done either before (preprints) or after publication (postprints). This is known as ‘self-archiving’

SHERPA RoMEO Service

Funding bodies and Open Access

• Funding bodies have recognised the importance of ensuring that the outcomes of the research they are funding is made as widely available as possible

• An increasing number of funding bodies now require deposit in an open access repository, e.g. ESRC and Wellcome

• ESRC requires ‘deposit of, a copy of any resultant articles published in journals or conference proceedings, in the ESRC awards and outputs repository’

• Other funding bodies require deposit in any appropriate repository (Enlighten meets this criterion)

SHERPA JULIET Service

The Research LifecyclePre-Award Award Post-Award

Stage 1:

Pre-Project

Stage 2:

Create Project /

Application

Stage 3:

Award Receipt

Stage 4:

Finance Project

Initiation

Stage 5:

ProjectManagement

Stage 6:

Project Completion

Repository: Linking Outputs to Awards

JISC Funded Enrich Project at Glasgow

Introducing Enlighten

What is Enlighten?

• The University’s online institutional repository – a database of information about publications along with the full text of publications (where this can be made available)

• Is being used to make publications by members of the University freely and publicly available and also to act as the central store of publications data for exercises such as REF

• Runs using a piece of software called ePrints (repository was originally called the Glasgow ePrints Service)

• Has been in existence since 2002 when it was developed by the DAEDALUS Project

• Has been supported by the University since 2005 when project funding ended

• Is run by staff based in the Library in partnership with IT Services

State of Enlighten

• 12,500 User records• 22,000 Publication records• 1435 Records from 2009 onwards (227 FT)• 2,400+ Full text papers

Browse by Faculty/Department

Growth in Deposits

Source: ROAR

Google Analytics Dashboard – Q1 2009 and 2010

Top 101 search terms in Google

Google Analytics – Wikipedia as a Referrring Site

EnlightenPapers on Twitter

Example of an Enlighten record

Example of an Enlighten coversheet

Introducing the University’s Publication Policy

The University Publications Policy

• Policy approved by Senate at the June 2008 meeting

• Various elements within the policy– Bibliographic details of all research outputs must be

made available within Enlighten – applies from January 2008 onwards

– From September 2008 onwards staff should deposit a copy of peer-reviewed, published journal articles and conference proceedings into Enlighten, where copyright allows, as soon as possible after publication

– Staff should use a set form of address when submitting work for publication

Why do we need a policy?

• Work carried out for the RAE and REF pilots made it clear that the University needs a central way of managing publications data

• Data about research publications needs to be gathered on a regular ongoing basis

• Strong steer from funding bodies and government on the need for easily obtainable information about the complete research output of universities.

Why do we need full text ?

A demonstration of the University’s belief that:• It is important that the research outputs of the

institution are made as widely available as possible in order to have maximum visibility and impact.

• It is important to present its research outputs as a coherent body of work to the outside world

• Enlighten offers a platform to collect, preserve and display the University's research outputs in one place.

• Making the outputs of scholarly research as freely available as possible to all is important

Usage of full text already held in Enlighten

• Over 1.4 million downloads of full text from Enlighten since February 2004

• High levels of usage of individual items, e.g. ‘Language in Pictland : the case against 'non-Indo-European Pictish‘ by Katherine Forsyth (Department of Celtic) has been downloaded more than 48,000 times

• Top 10 papers have been downloaded >7,000 times

How will the policy work in practice?

Three possible options

– Mediated deposit:departments continue to maintain a local publications database and send regular imports. Full text will be sent directly by academic staff to a dedicated e-mail address (deposit@lib.gla.ac.uk)

– Proxy deposit: a member of administrative staff will carry out deposit of bibliographic details and full text directly into Enlighten on behalf of academic staff (academics will need to send full text to the nominated member of admin staff)

– Self-deposit: individual members of academic staff will deposit data and full text directly into Enlighten

Faculty interaction with Enlighten

• Meetings have taken place and are ongoing within the Faculties (and across the University)

• Whatever deposit option is chosen it’s important that deposit is carried out on a regular basis

• Training courses run for admin staff on how to use Enlighten

Practicalities: Copyright and Versions

• Copyright/publisher issues - many publishers allow deposit in repositories, usually with some conditions attached. Repository staff will check this on behalf of authors.

• Versions of papers - staff should deposit the closest copy they have to the published article – most publishers do not permit deposit of the published PDF version. Changes made during editing and peer review can be incorporated.

Concerns about versions

• Recognised that the author final version will not be exactly the same as the version on the publisher site. However:– Link to version on publisher’s site provided in

Enlighten – ‘Official’ citation provided in Enlighten and on front

cover of full text– Users of material in repositories are aware of

publisher restrictions on versions– Major funding bodies are happy with author final

versions being made available– Benefits of open availability of papers outweigh

disadvantage of small differences in versions

Related benefits

• The Enlighten team have been working on adding publications data back to 2001 using RAE and REF Pilot databases and other sources

• Enlighten staff are working with the Web Team to set up procedures for creating an automated feed of publications from Enlighten to staff personal web pages

Staff A to Z with Publications

Material types

• Policy requires details of all research publications, but only full text for journal articles and conference proceedings

• However, staff are encouraged to deposit the full text of other types of publication, e.g. book chapters

• Material such as book chapters already held in Enlighten (particularly useful when books are being used for teaching)

• In most cases permission needs to be sought on an individual basis from publishers – Enlighten staff will do this on your behalf

Using Enlighten

Logging in to Enlighten

• 11,000 user records added in Dec 2009 from the Data Vault

• Includes Honorary and Associate members• Users can no longer use “Create Account”• Login using your GUID• Login problems

– password self-service

Browsing by Glasgow Author

• New Glasgow Author view• Uses staff names in the Staff A to Z• Independent of name cited in the publication• Publications linked to author with GUID• Glasgow author autocomplete field now

available which includes e-mail and GUID

Browse by Glasgow Author

Adding Funder Data

• New Funding option in the deposit workflow

• Use project data from the Research System but only includes projects marked as "publicity yes“ – Library staff will check.

• New Research Funder browse view• Funder data can be added with a new

autocomplete field

Browse by Research Funder Name

Importing Record

• Range of import options including:– DOI – Digital Object Identifier, 10.x– PubMed ID– EndNote

• Can import multiple records

Enlighten record with Embargo and Request

Ongoing Work

• Comprehensive coverage of publications • Full text download statistics and reports• E-mail to depositor and author when the

records is made public• Additional project data• Publications embedded in the Staff A to Z• Revision of Faculty view into Schools

Further Information

• JISC Briefing Paper, Open Accesshttp://www.jisc.ac.uk/publications/briefingpapers/2006/pub_openaccess_v2.aspx

• Open Access Mandates and Wellcome Trusthttp://ukpmc.blogspot.com/2009/05/funder-mandates.html - Robert Kiley

• Maximising and Measuring Research Impact through University and Research Funder OA Self-Archiving Mandates – Harnad, Carr et alhttp://eprints.ecs.soton.ac.uk/16616/

• Contact detailsWilliam J Nixon, w.j.nixon@lib.gla.ac.uk