Integration of the Activity Research Database and the

Integration of the Activity Research Database and the Institutional Repository at Carlos III University of Madrid Teresa Malo de Molina Head Librarian Universidad Carlos III de Madrid

Baseline At the beginning of this project there were two separate Databases • Activity Research Database managed by the Research Service • Managed by the Library • It is a module of the integrated research management system (IAI-Universitas XXI Investigación) • Institutional Repository (Using DSpace)

Activity Research Database Baseline: Activity Research Database of researchers and research at UC 3 M It contains research projects, articles in scientific journals, book chapters, conferences, working papers, theses, patents, mobility of researchers, etc. Two ways to upload information: the researchers themselves and the administrative secretariats of the departments From the information contained in the database only a "formal" review was done, it was not validated

Institutional Repository Baseline: Institutional Repository of the University It contains articles in scientific journals, book chapters, conferences, working papers, theses. . . , with the authorization of the author and holders of the exploitation rights Two ways to upload information: the researchers themselves and the librarians Librarians review all the information contained in the system

Some Problems Identified Double entry of Data Review of information only in one application Two applications of the University with mismatched information

What have we done? Researc h Service Library Integrated System: Activity Research Data. Base/Institutional Repository

What have we done? One way System IAI E-archivo • A field is added to the Activity Research Database to include the URIs generated by the Open Archive for persistent links • The Activity Research Database is adapted to lock the publication when the library has validated it • The Activity Research Database is adapted to allow researchers to accept the licenses and load the full text of the publication

Integration of the two Databases RESEARCHER Loads information in Research Activity Database Library validates the publication and locks its modification Warning on the portal: validated activity and cannot be modified Includes full text file and accepts licenses The librarian activates publication in the Institutional Repository LIBRARY Notifies Library of new activity to be reviewed The information is completed in the Institutional Repository The URI from the Institutional Repository passes to the Research Activity Database

Technical Support We have had two technological partners Because integration requires the creation of new fields in the Research Activity Database Because developments that are made for integration should be maintained in future versions of the Integrated Research System Because it provides technological support for the Institutional Repository Because it has experience in integration of research management systems and institutional repositories in other universities

First Outcomes Validation of publications in Research Activity Database In July 2011 the library started to validate the publications Now, some years later… Years Number of validated publications 2007 -2008 6. 721 2009 -2010 5. 185 2011 -2012 4. 842 2013 -2014 5. 646 TOTAL 21. 394

First Outcomes Total records in the Institutional Repository (e. Archivo): 18. 603 (2015 -10 -29) (Scientific Papers, Academic Papers, Ancient Books, Institutional documentation, etc. ) Scientific Papers: 11. 210 Records of journals published by UC 3 M: 2. 415

First Outcomes Records exported from the Academic Research Database (IAI) Records by Year 2011 95 2012 102 2013 229 2014 559 2015 615 TOTAL 1. 595

Advantages for the University Community The researchers introduced the data into a unique system: They only have to access the Research Activity Database (IAI) Library verifies the bibliographic information included in the Research Activity Database, ensuring the reliability of data and integrates it into the Institutional Repository in the right way So the university is prepared to meet the requirements for open publication from funders Publications arising from funded research must be deposited in an open access institutional repository within twelve months from the date of publication

Advantages for the university community And as part of this integration project: Web pages are automatically created with bibliographical references of the books, book chapters, articles, and conference papers published by research groups, departments, institutes and individual researchers that they can link to wherever they want Information about projects in which the researchers are involved has been transferred to their curricula vitae

Thank you! teresa. malo@uc 3 m. es