Snippet - PiDs Short bites #1 - DOIs to support citation of grey literature at UNSW

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Snippet - PiDs Short bites #1 - DOIs to support citation of grey literature at UNSW
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24 May 2017 UNSW service for DOIs to support citation of grey literature Dr Daniel Bangert, Senior Data Librarian, Library Repository Services, UNSW Library At UNSW, grey literature materials are often important parts of the scholarly record which can contribute to research impact, and thus there is a need to make them discoverable and citable. After investigating various options, UNSW implemented a service to assign persistent identifiers in the form of DOIs to grey literature held in UNSW Library repositories. A set of conditions was developed to determine eligibility for a DOI and govern their assignment. Accompanying workflows were put in place to enable DOI requests from UNSW researchers and also meet the needs of researchers or administrators that produce grey literature on a regular and ongoing basis.
Slide rule Presentation of a group System call Service (economics) Touchscreen Link (knot theory) Repository (publishing) Core dump Videoconferencing Library (computing)
Presentation of a group Group action System administrator Disk read-and-write head Type theory Computer configuration Repository (publishing) Descriptive statistics Physical system Link (knot theory) Touchscreen Digitizing Web page Staff (military) Instance (computer science) Landing page Category of being Arithmetic mean Process (computing) Permanent Telecommunication Moving average Cycle (graph theory) Embargo Point (geometry) Web page Momentum Disintegration Characteristic polynomial Digital object identifier Number Element (mathematics) Term (mathematics) Profil (magazine) Intrusion detection system Business model Authorization Traffic reporting Data type Scaling (geometry) Information Quantum state Faculty (division) Mathematics Uniform resource locator Word Software Personal digital assistant Function (mathematics) Universe (mathematics) Resolvent formalism Library (computing) INTEGRAL Set (mathematics) Function (mathematics) Image registration Mereology Web 2.0 Mathematics Series (mathematics) Library (computing) Covering space Area Service (economics) Digital object identifier Flow separation Connected space Type theory Exterior algebra Repository (publishing) Self-organization MiniDisc Website Hill differential equation Condition number Right angle Procedural programming Physical system Row (database) Server (computing) Service (economics) Identifiability Observational study Link (knot theory) Virtual machine Web browser Metadata Power (physics) Hypothesis Wave packet Workload Integrated development environment Condition number User interface Projective plane Planning Object (grammar) Electronic visual display
Revision control Service (economics) Service (economics) Disintegration Videoconferencing Digital object identifier
Service (economics) Information Repository (publishing) Cuboid Login Digital object identifier
Service (economics) Message passing Digital object identifier Metadata Condition number
Electronic mailing list
Service (economics) Service (economics) System administrator Digital object identifier Physical system
Message passing Service (economics) Information Computer configuration Client (computing) Metadata
System administrator Digital object identifier Physical system
Service (economics) Functional (mathematics) Process (computing) Volume (thermodynamics) Series (mathematics) Mereology Digital object identifier Library (computing)
Service (economics) Dependent and independent variables Process (computing) Computer configuration Procedural programming Digital object identifier Row (database)
Slide rule Identifiability Service (economics) User interface Link (knot theory) Disintegration Function (mathematics) Instance (computer science) Mereology Digital object identifier Metadata Usability Process (computing) Software Repository (publishing) Personal digital assistant Videoconferencing Computing platform Row (database) Physical system Condition number
today I'll be talking through a service that we implemented at UNSW library to support the citation of grey literature held in our repositories today this is based on a presentation that I gave late last year for the core research repositories community days and that presentation the slides and video can be found at the link on your screen I'm
going to briefly cover digital object identifiers and say a few words about what they are then take you through the environmental scan that we did to design our service and then some of the details of the UNSW dly service including the conditions around DIY assignment the workflows that we're following and integration with orchid identifiers and a few words in conclusion a DOI digital object identifier is a type of pet that is optimized for scholarly resources importantly it's the identifier that is digital and the object can be digital or physical do is are assigned to an object by the publisher or a long-term custodian and the persistence of that identifier and the resource is managed by the organization and its policies there are a few facets to a DOI we can start with the DOI name itself which is an alphanumeric string and that can be converted to a URL by adding a deal y resolver like the org when that URL is entered into a browser it takes you to a landing page with human readable metadata about the resource about the object so basic information about the resource is required to mentor TOI and that metadata is both human and machine readable so why are they always important they've emerged as a relatively simple but powerful pieces technical infrastructure in improving scholarly communication they make it easier for outputs to be discovered and used by others and to be cited and measured for impact a useful way to think about deal wise is as a trusted identifier which is a term introduced a few years ago by a project called Odin the orchid and data sight intro ability network that's the predecessor project 2 for that Natasha mentioned at the beginning this term captures a set of characteristics that trusted identifies a unique so they're unique on a global scale they resolve as HTTP you are is persistently they are descriptive so they come with metadata that described their most relevant properties for instance there's a mandatory set of metadata elements like creators title publisher publication year resource type and then we can add recommended or optional elements like alternate identifiers subjects fades rights information description and so on and lastly trusted identifiers are governed so they're issued and managed by an organization that has a sustainable business model and it's managed by that body which is usually a publisher or custodian you can read more about trusted identifiers at the link below when we were looking at designing a service the impetus for this came from requests from academics most commonly they had Ray literature like a series of reports that they wanted to assign co-wives to and we were also able to implement something based on the end site by data service in April last year 2016 that was extended to account for grey literature so we were looking up at the possibilities of implementing something here at UNSW in preparation from for an options paper we looked at grey literature and DOI assignment in several repositories with the institutional discipline area or national we also looked at options for registration agencies and the resource types that we would cover a few things that we found that might be useful were a project conducted in the UK or unlocking thesis data it's a disc funded project and led by the universities of East London and Southampton as well as ethos the national thesis service at the British Library and they have a number of reports and case studies where they outline and options for the workflow to assign DIYs to pcs another idea that we eventually incorporated into our own service was from the University of Southampton and they have a roll called a trusted partner and that allows certain staff academics or faculty administrators to authorize their own deal wise or the deal wise of a research group and I'll come back to that idea later in the presentation so in the latter half of last year we presented an options paper to the library and went ahead with a pilot which involved many workflow for a certain resource type reports to start with and we had workloads for both library staff and clustered partners to meet the Elias we then moved on to implement a web tool which I'll show you later and at the link on your screen you can look at the do is minted by that service I think now we have about 330 do is minted for grey literature it was important at the outset to think about
the conditions around the ey assignment and the first one is that the resources deposited in a UNSW library repository how institutional repository called uns works holds a large amount of the grey literature created by UNSW staff and resources in the repository are managed in accordance with the UN s works digital preservation policy so for that repository we have governance we have preservation procedures in place and we're then able to sign the DOI and then potentially if the resources move or the repository moves then we can make sure those deal wise continue to resolve the second one is that it's an illegible resource type it needs to be within a certain set of grey literature that we've defined there should be no existing DOI for the service as that defeats the purpose of a unique identifier there should be no existing DOI requests and it needs to meet the mandatory met data requirements as set by the end service which links to data sites so in the user interface as you'll see later the requester is given these set of conditions which they need to agree to before they submit so they need to agree that they're an author or creator of the resource or have authorization from an author to request a DIY the resource doesn't already have a DIY they don't plan to mint a DIY using a different service the resource is unpublished or published by UNSW a repository is a library repository is the primary publication point for this resource meaning that when people resolve the DIY they will be taken to the repository page the landing page the resource is not subject to a permanent embargo and the resource is not likely to change significantly that's just flagging that major changes like anything that would be part of a citation shouldn't be changed and that would require a new deal why this is the the workflows that we're following so for all users we allow them to request a DOI they go into the tool they select their repository where the resources was commonly ru NS works they search for their record they selected the system checks if there's a DIY Christine already or if there's an existing request it also checks if the mandatory metadata is already held by the system if not they need to enter or confirm the metadata and then submit a request the second part of this is for a DOI service administrator which is currently library staff they go back in and review the any request that has been submitted they check that it meets the conditions that we've already outlined if it does that's approved it goes to the an service minister DOI and comes back and emails a requester with the DIY the administrator then updates the metadata and then that information is sent back into the repository and is displayed on the repository for the trust apartments so these are faculty administrators or researchers that we allow to mint deal wise directly and that needs to be approved by a relevant Authority like the head of school or associate dean and we give those people training and access to the tools they need so they follow a very similar process except that instead of requesting they're able to mint the deal why directly so they select their record they meant do the administration and the cycle is complete back to the UN s works page the institutional repository if you then resolve the deal why it takes you to that landing page and the DOI itself is displayed in the record details as part of the metadata about the publication we are also aiming where possible to include orchid IDs so identifies for researchers and contributors to research outputs to be included in the DOI metadata the way we do that at UNSW is through our research output system users can link their orchid profile within that system that orchid ID is then pushed to the repository stage to put deposit full-text then they can go back into the dly servers select that record submit a request and that DOI gets put back into the research output system there is then an update so both the DOI and the orchid go into the repository and both of those the orchid ID and via Y can be exposed via external harvesters like trove and aggregators as well as through the orchid profile because of the connection between orchid and data site that can be easily claimed through data sight and added to the to the users orchid profile
so I have a short video here which I'll take you through this is showing an early release so this is the version that was available at the end of last year there have been some minor modifications since then but it gives you a sense of what the service looks like and how those workflows actually look in practice so there's a
login screen that uses the usual credentials so we'll start with the
request of the Eliab workflow here the
repository can be selected and there's a search box to pull in the information from the repository so the user selects
the record and they're given a preview
of the metadata so what we show here is
the mandatory metadata for assigning a DIY and if any of that is missing they're given the opportunity to edit they see those conditions for requesting can they submit the request there's a confirmation message and they
also have a list of their requests and they can see the status whether that's pending or whether the DIY has been
minted or declined the next step is for
the DIY service administrator to log
into the system they have access to a
tab called review where I can see the pending requests they can then review
each request and the metadata based on that information they can enter a Klein
or mint if they choose to the client there's an option to send a personalized message and to follow up with the requester if they mint then that request goes to the and service and comes back with the DOI and then this is emailed
back to the requester so they've given the DOI immediately the administrator then updates the nest data in the system
you can see that the DOI is active immediately and that's the end of that
process and the last part to show you is
the mint function for the trusted
partners and this just means that for people that have high volumes of publications grey literature that they need to assign to your wise or an ongoing series that they're given the
option of actually doing that directly
and having responsibility for the whole process the procedure is much the same
they can search for the record they
select the record review the metadata
and then they complete the minting process immediately okay that's a repetition of
before so I'll just skip through the
rest of this okay so in conclusion the UNSW DIY service was designed to meet existing and future use cases so it's flexible and scalable with future cases in mind a priority for us was ease of use so we're reusing metadata where possible so anything that we hold in the repository that we need for the DOI metadata we use that we use that metadata which is reviewed it integrates with existing workflows for instance with the research output system with the repository itself and it connects with other kids and platforms like orchids there are conditions set around it so we ensure that the identifier is governed correctly that the resources remain persistent and that the link can continue to be resolved and be a a sizable enduring part of the scholarly record so that's handled by preservation policies by the reviewing process and the ability to track our DIY the quests okay thank you very much there are a couple of links at the end of the slide there - both the slides and video if you're interested in the software itself we've made the code available and both of those of course have do is two axles