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Workflow: Finding and Depositing Faculty Publications

Page history last edited by sk60@rice.edu 10 months, 3 weeks ago


Although faculty submissions to the institutional repository (IR) are welcome, we have found that many faculty prefer that Fondren staff submit for them. As a result, a workflow has been developed to capture and deposit as many faculty publications as possible (per the Rice Open Access Policy). For information on processing solicited faculty C.V.'s for publications, please see Processing Faculty Curriculum Vitae.


Thus far, activities pursued in this workflow are easily integrated into the daily activities of one full-time Fondren staff member. Fortunately, Rice’s relatively small size allows for successful pursuit of such activities. However, if the workload becomes too great, portions of the workflow can easily be transferred to student workers or other Fondren staff. All files are kept on shared drives, and bibliographic software (Zotero) folders can be shared among users.


Faculty publications are no longer deposited as individual items. Batch importing of metadata is used to ensure consistency of data entry. Steps for batch importing are found below (Article deposit).


As of December 2013, all faculty publications are deposited in the Rice University Faculty Publication Collection AND any affiliated departmental collections. This allows for better quality control and facilitates SWORD deposits from publishers.


The current workflow can be divided into three distinct phases:



Identify Publications


Library staff currently use Scopus to identify new faculty publications. Staff receive weekly emails from these sources, allowing for ongoing harvesting. Email notifications are regularly reviewed to determine which publications fall under Rice's Open Access Policy. Citations for publications that are applicable are added to the appropriate Zotero folder for processing:

  • In-press: wait to further process until full publication information is available (reviewed monthly)
  • Open Access: ready to deposit in RDSA without contacting author (because licensed with open license)
  • Request: Publisher does not permit deposit of final published version in RDSA OR publisher does permit deposit of final published version, but is not licensed under open license. Staff request appropriate version of article, including instructions about how to determine.



Publication data is exported from Zotero to both generate citations to include in manuscript requests and to generate metadata for IR deposit.


As many discovered articles as possible are placed in the IR. For most articles, the journal publisher must be researched to determine what version is allowed. Sherpa/Romeo, a database of publisher self-archiving policies, is often used as the primary resource (http://www.sherpa.ac.uk/romeo/).


Some faculty have notified Fondren that all their publications can be found on a personal/departmental/lab website, and have instructed staff to obtain files from specified locations.


Automatic SWORD Deposits


When possible, publications from (generally) open access publications should be deposited via SWORD push to the IR.This material should not be deposited manually by library staff.


Currently, there are no active SWORD deposits.



Notify Author


On an ongoing basis (generally, weekly), staff notify authors to request articles (non-OA publications). Email templates can be found here. Zotero folders are emptied after each request.


When authors provide articles, retain copy of correspondence (PDF), to be included in deposit (bitstreams: PERMIT). This provides documentation of author agreement to terms of deposit. 



Deposit Articles


Faculty publications are generally no longer deposited as individual items—they must be batch-imported using the metadata import function or SAF tool.  


NOTE: Before  depositing files, pdfs (generated from author-provided Word or pdf documents---not publisher-formatted versions) should be reviewed for accessibility. See PDF Accessibility Checklist and Techniques for library staff



Deposit steps: metadata batch import (for SAF tool, see separate documentation)


    1.    Using Excel, create spreadsheet with required fields


    2.    Save spreadsheet as CSV file. Do not include file name field in CSV file—this is used for reference when adding file to imported metadata.**  


    3.    Open CSV file using OpenOffice Calc to encode as UTF-8, column type=Text  and  (optional) save as Excel file (tips--link).


    4.    Edit metadata, if needed.  


    5.    Save final version of metadata edits as CSV format (through Open Office).


    6.    Import CSV to dspace.


    7.    Add file to each record. Add embargo period to bitstream, if necessary (use Excel working file to identify embargo period). Include copy of author correspondence in permit bundle. Check metadata.





  •      Do not get distracted


  •     Only import up to 15 records at a time.


  •     Add files immediately after importing metadata. 


  •     Every article is added to the Rice Faculty Publications collection, and is mapped to additional collections. All collections must be included in the spreadsheet.  





**At this time, Dspace cannot process the embargo terms when batch-importing. 



Author Follow-Up


Once material is deposited in the IR, provide the author the handle.






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