ETDs An American Sampler Gail Mc Millan Director

ETDs: An American Sampler Gail Mc. Millan Director, Digital Library and Archives Virginia Polytechnic Institute &State University JISC/CNI: York July 6, 2006

Networked Digital Library of Theses and Dissertations n 233 members worldwide n 94 universities, 13 associations, consortia, etc. in the United States • 32 require ETDs • 32 Association of Research Libraries § 13 require • 71 Council of Graduate Schools § 29 require http: //www. ndltd. org/

Key Issues for ETD Initiatives 1. Getting started 2. Software ü ETD-db: submission and management ü IRs: institutional repositories 3. Accessibility ü Authors’ choices ü OAI: Open Archives Initiative 4. Training ü Tutorials online ü ETD Guide 5. Copyright 6. Preservation

ETD Issue: Getting Started University of Washington n Library • Space needs • Institutional repository • Initiated n Graduate School • • Policy changes Procedural adaptations “Golden Promise” to faculty Students Timely online availability

ETD Issue: SOFTWARE ü ETD-db: submission and management ü http: //scholar. lib. vt. edu/ETD-db/developer/ ü IRs: institutional repositories ü http: //repositories. tdl. org/handle/2249. 1/1 ü http: //etd. lib. fsu. edu/ ü http: //eidr. wvu. edu/

ETD-db n http: //scholar. lib. vt. edu/ETD-db/ • Web pages, perl scripts interact with My. SQL • Standard interface for web users, authors, graduate school, library personnel • Enter and manage files and metadata n http: //scholar. lib. vt. edu/ETD-db/developer/ • Software and hardware requirements • Instructions on downloading, installing, and customizing scripts n Improvements coming: September 2006 • Timed release • Merged databases • Improved OAI

ETD-db Hardware Requirements VT uses a dual-processor Sun Enterprise 250 with 384 Mb of RAM, running Solaris 2. 7. 18 Gb drive is allocated solely for the ETD collection. Web server (e. g. , UNIX-based server platform) n Disk space for submissions n • VT averages 2. 5 Megabytes per submission • ETD-db is not designed to span multiple drives. n Memory for web server, database server, other tasks Software Requirements n Mysql n Perl and CGI, DBD, and Tie-Ix. Hash modules n Web server software, e. g. , Apache Web Server

Florida State University n ETD-db • Workflow advantages for Graduate School n Digi. Tool (Ex. Libris) • Search engine n DSpace • Missing functionality • Programming personnel needed

West Virginia University http: //eidr. wvu. edu/ n e. IDR: Electronic Institutional Document Repository • ETDs since 1998 • Digital library system: collections serve entire university community

Texas Digital Library http: //repositories. tdl. org/handle/2249. 1/1 More than 40 campuses, 375, 000 students; over 4, 000 theses and dissertations in 2004. n ETDs with MODS n • XML based, web friendly, transportable, processible, configurable, sufficiently descriptive without being too complex, extensible • Why not MARC: isn’t XML based, can’t easily be output from web forms, requires special “cataloging” knowledge and systems to implement. • Why not Dublin Core: insufficient specificity, doesn’t specify a syntax and is inconsistently applied, isn’t extensible. n Manakin: enables communities and collections to establish a unique look and feel that is distinct from the default installation of DSpace.

ETD Issue: ACCESSIBILITY ü Universities offer options • http: //di. tamu. edu/bsurratt/ETDPolicies/ ü Authors’ make choices • http: //scholar. lib. vt. edu/theses/data/ ü OAI: Open Archives Initiative • http: //www. ndltd. org/join/union. en. html

ETD Access Policies at ARL Institutions: A Preliminary Study 4% Non-exclusive right to reproduce 4% Open access only 46% Open access or withhold for limited time 42% Open access; restrict and withhold for limited time 4% Restrict and withhold for limited time Brian Surratt, Texas A&M http: //adt. caul. edu. au/etd 2005/papers/0555 Surratt. pdf http: //di. tamu. edu/bsurratt/ETDPolicies/

Snapshot of Availability May 2000 -2006

13. If you restricted access to your ETD, on what did you base your decision?

n NDLTD develops global resource discovery services to promote the visibility of ETDs. • • http: //rocky. dlib. vt. edu/~etdunion/ http: //www. ndltd. org/join/union. en. html http: //alcme. oclc. org/ndltd/ http: //zippo. vtls. com/cgi-bin/ndltd/chameleon Union Catalog Project: distributed members’ collections appear as one digital library of ETDs. n Built by harvesting metadata from Open Archives of electronic theses and dissertations n • OCLC’s NDLTD Union Catalog § 247, 390 NDLTD from >60 entities (135, 166 US)

Ohio Library and Information Network n Worldwide ETD Search: 162, 057 • http: //search. ohiolink. edu/etd/world. cgi • Internet-available ETDs collected by Ohio. LINK § OIA harvesting per NDLTD Union Catalog § Crawls “handful of sizeable ETDs collections…which run on ETD-db software. ” § Indexes only if full text and freely available online. n Ohio. LINK ETD Search: 8, 968 • http: //search. ohiolink. edu/etd/

Key ETD Issue: TRAINING ü Tutorials ü ü ü http: //www. adobe. com/education/etd/tutorials. html http: //gradsch. osu. edu/Depo/ETD_Tutorial. pdf ETD Guide ü ü http: //www. etdguide. org/ http: //flexwiki. etdguide. org/

Online ETD Tutorial Modular program stepping authors through series of 5 lessons n PDF with text, images, audio, movies n 2 -7 interactive exercises linked to movie demonstrations n Usability tested including compatibility with 3 rd-part screen readers n PSU: Acrobat how-to for ETD authors: http: //cac. psu. edu/etd/howto/acrobat/

Lesson 1: Read an ETD: download, browse, navigate, search within n Lesson 2: Create a PDF File n • Use Acrobat PDFMaker within Microsoft Word • Use Print Command in a word processing application • Combine two or more PDF files into a single document n Lesson 3: Modify a PDF File • Change page numbering • Move a page • Insert new pages; delete, rotate pages n Lesson 4: Add PDF Navigation to an ETD: bookmarks, page and destination links n Lesson 5: Add Multimedia: movie and sound clips

ETD Guide n http: //www. etdguide. org/ • UNESCO • French, Spanish, Greek n http: //flexwiki. etdguide. org/ • Share best practices • Celebrate exemplary ETDs

ETD Issue: PUBLISHING and COPYRIGHT I hereby grant to [university] and its agents the nonexclusive license to archive and make accessible…in whole or in part in all forms of media, now or hereafter known. I retain all ownership rights to the copyright of thesis, dissertation, or project report. I also retain the right to use in future works (such as articles or books) all or part of this thesis, dissertation, or project report.

Authors inadequately understand © n Rights as copyright holders n Responsibilities when using others materials n Future rights before signing publishers’ agreements • Works for a dissertation • Reusing materials for teaching or book chapter

Pennsylvania State University n Promotes intellectual property rights through ETDs • n Library teaches law seminars to graduate students Limitations on exclusive rights http: //www. etd. psu. edu/faq_pub. html 1. Others may excerpt portions of your thesis for scholarly work or research without obtaining your permission; they must credit you as the source. (fair use) 2. Pro. Quest/UMI receives authors’ permissions to sell copies. 3. Penn State has the right to make single copies of thesis for nonprofit purposes. n Copyright Law and the Doctoral Dissertation: Guidelines to Your Legal Rights and Responsibilities www. ifla. org/documents/infopol/copyright/crews. txt

Bowling Green State University n Conflict of interest • Worldwide access • ETD ≈ prior publication n Extended negotiations • Graduate College • Creative Writing Programs § MFA: 21 of 22 do not have ETD initiatives § Publication-dependent careers • Scientific & Technical Communication

ETD Issue: PRESERVATION n Preservation • • Strategies Dark archives Replication w/geographic dispersion Verification Format migration

n n n 6 Association of South. Eastern (US) Research Libraries Adapted LOCKSS to a private, independent network using OAI-PMH Crawled and collected web content based on permissions Each university cached every other universities’ ETDs Audited file integrity Addressed policy issues: dark archiving, removing files, adding programs LOCKSS tutorial http: //scholar. lib. vt. edu/lockss/introduction. htm

Dark Archive In The Sunshine State Digital preservation repository application (open source license) developed by Florida Center for Library Automation with: • Ingest functions • Data management and dissemination • Format normalization § Mass format migration § Migration on ingest http: //www. fcla. edu/digital. Archive/

An American ETD Sampler Thank you! Questions? Comments? JISC/CNI: York Gail Mc. Millan July 6, 2006 Director, Digital Library and Archives Virginia Polytechnic Institute &State University