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18:18 GreyNet International Englisch 2018

Indexing of Special Collections for Increased Accessibility

Challenge of Discovery: Recent large-scale initiatives focused the attention of the Smathers Libraries at the University of Florida on the need for significantly expanded and enhanced metadata for our digital collections, both retrospective and prospective. This requires new tools and changing roles and responsibilities for cataloging/metadata staff, including the application of automated processes, Improved and consistent metadata practices, and the development of new taxonomies. Projects that are described include the new genealogical initiatives with Internet Archive and Family Search, Portal of Florida History, the Digital Library of the Caribbean (dLOC) and the Cuban Heritage Initiatives. We have concluded the pilot project on automated indexing and metadata generation for the Portal of Florida History using 25,000 full text records and the JSTOR thesaurus instead of the Library of Congress subject headings to automatically index the collection and create a search portal. This paper gives a report on the results of the pilot and early application of the process to the entire UF Digital Collections to extract information from our complete digital collections (over 600,000 items/12 million pages) for the Portal. Results of the pilot show significantly increased retrievability, greater depth of accessibility via detailed subject metadata and then explores application to the entire digital collection. The idea of a more automated processes going forward to allow traditional cataloging to focus on the things that need individual attention and use automated tools to develop and improve metadata for other materials is explored since the large number of items (over 12 million and growing at 100,000 pages per month) makes it impractical to use traditional means. We are working with tools that have been developed for information products and services, but can be applied effectively to library collections. This paper covers three of the main themes of the conference: 1) Exposing Grey Literature to Wider Audiences using an open search portal 2) Confronting Obstacles in Accessing Grey Literature through limited metadata tagging and keeping the collection access obscure as sub sets of the Library OPAC, and 3) the Digital Preservation project covering everything from old newspapers, personal papers and county historical collections is the Lifeline for Grey Resources but if not widely available through the internet and deeply tagged using a controlled vocabulary the simple scanning of papers only creates the new microfilm dilemma of locking data away in in accessible places.
  • Erscheinungsjahr: 2018
  • Herausgeber: GreyNet International
  • Sprache: Englisch
13:52 GreyNet International Englisch 2018

Assessing Data Management Needs and Practices to Enable Research Data Support Services

Researchers are faced with many data management challenges resulting from the need to comply with data management and sharing requirements of funding agencies. While major funding agencies such as the American Heart Association (AHA), National Institutes of Health (NIH), National Science Foundation (NSF), and United States Department of Agriculture (USDA) have data management and sharing requirements guidelines and/or statements, researchers seeking funding struggle with complying, fulfilling, and negotiating data lifecycle management. Data lifecycle management requirements include a.) The key components of a data management plan (DCC, 2013), b.) Key data lifecycle processes (USGS, 2013), c.) Data management lifecycle (UNSW, 2017), and d.) Research data management services (Jones, Pryor, & Whyte, 2013) for scalability and sustainability. The coordination, collaboration, and connection of diverse stakeholders across multiple departments, organizations, and units in support of good data management requires consistent organization, technology, and resources to maintain stability (University of Glasgow Humanities Advanced Technology & Information Institute [HATII], University of London Computer Centre, DCC, & Joint Information Systems Committee [JISC], 2013). The University of Florida (UF) is in pursuit of good data management within and across multiple disciplines. “It will be difficult to improve your institutional infrastructure without an overall understanding of the data you currently hold and how researchers at your institution are managing their data.” – CARDIO v.2 (Collaborative Assessment of Research Data Infrastructure and Objectives) A UF data survey (IRB# 201602303) titled “Investigating Data Assets, Management, and Planning at UF” administered from January 2017 through April 2017 yielded results in support of education, support, and training to better assist researchers in meeting the data management and sharing requirements of funding agencies. This presentation will introduce preliminary data survey results that contributed to the development of a NSF Computer and Information Science and Engineering (CISE) Research Initiation Initiative (CRII). The purpose of the CRII is to develop socio-technical (people, policies, technologies, and communities) components to build capacity, infrastructure, and support for expanding and facilitating the culture of good data management across UF communities of practice.
  • Erscheinungsjahr: 2018
  • Herausgeber: GreyNet International
  • Sprache: Englisch
13:52 GreyNet International Englisch 2018

Public Access to the Dissertations in Russia

In the modern Russia as a part of the global world, scientific communications are developing quite actively. Their growth is caused, among other things, by the task of wide audience familiarizing with the scientific thought achievements. New popular science media are being created, as well as aggregators of scientific news, scientific festivals are held, science promoted through the social networks. However, in the general scientific context, status of dissertations (thesis) themselves remains not completely clear. Accordingly, the public discussion on these issues seems problematic. This state of affairs is due primarily to the publishing status of the dissertations, as well as the author’s abstracts to them. They are published “on the rights of the manuscript”, in other words, they are not formally copyright subject. In addition, in order to have a scientific career, the Russian scientist has to defend not one, but two dissertations. The first thesis – “candidate”, corresponding to the accepted Ph.D., and the second thesis defended for a doctoral degree and correspond to the title existing in a number of countries – “habilitated doctor”. Thus, scientists in Russia write, as a rule, two dissertations and two abstracts. At present, a special process for acquainting the scientific community with the research results has been adopted. For this, several months before the defense, the author’s thesis and author’s abstract are published: 1) on the website of the organization where the work is prepared, 2) on the website of the “Higher Attestation Commission” of the Russian Federation. Reviews for the thesis are also published on the website of the organization where the thesis is being defended. The defense itself has a public character in the way of broadcast live. After defense, the volume of the dissertation is sent to the Russian State Library, the main scientific library in the country. There it is stored both in paper and electronic form. The author’s abstracts of dissertations are also sent to the main scientific libraries of Russia. This information is open and accessible to all interested. But the mass audience is mainly acquainted with scientific theses in a specific way: mostly on the path of scandals, covered in the media. The main source of exposing falsified dissertations is the network resource “Dissernet”. It was thanks to its efforts that a scandal with the thesis of the Minister of Culture V. Medinsky received considerable coverage. Thus, both the mass and specialized audience for the first time received such wide access to the theses. The next urgent task is to integrate the achieved result into the international scientific community. Note: The study is supported by the Russian Humanitarian Foundation (grant 16-03-50128). The author specializes in theoretical understanding and practical implementation issues relating to the interaction between science and society.
  • Erscheinungsjahr: 2018
  • Herausgeber: GreyNet International
  • Sprache: Englisch
14:42 GreyNet International Englisch 2018

Preserving and accessing content stored on USB-flash-drives: A TIB workflow

Grey Literature has become a corner stone of the supply of scientific and academic literature. TIB is the German National Library of Science and Technology with a strong focus on Grey Literature. The acquisition of this kind of literature is not a simple process due to the unconventional distribution channels and the cost. For this purpose TIB has its own grey literature acquisition team. In order to keep the data readable and accessible in the long term TIB hosts, administrates and runs a digital preservation system which manages different kind of objects and file formats. Each group of objects needs its own workflow and ingest preparation (pre-ingest). This also applies to grey literature. Some of the grey literature publications are delivered on USB-flash-drives. In order to catalog them the USB-flash-drive will be accessed by librarians several times. As USB-flash-drives are “write-many” storage devices, accidental write or erase processes could already take place during the access by initially connecting with a PC. This fact leads to the risk of loss or overwriting of rare and expensive data. Furthermore the lifespan of this data storage and the interface dependency are two remaining basic concerns of their long term accessibility in libraries. The minimization of risks of accidental manipulation by direct access to the USBflash- drives can be achieved through the use of a USB write blocker. This device prevents all write instructions and ensures the safe forensic data transfer. The secure storage of the data from the USB-flash-drive can be done through the separation of data from the storage device. For this purpose TIB has developed a reusable, semi-automated workflow with a strong focus on usability for librarians. Using a script and the write blocker, that prevents the accidental write accesses, the workflow saves the data from USB flash devices via imaging or copying. This project consists of a market survey (4 person-days), implementation (28 person-days), tests (4 person-days) and launch in team (1 person-days). The price of the write blocker is 500. The main focus of the paper is the detailed description of the project including its technical implementation, discussion of the results and further improvements.
  • Erscheinungsjahr: 2018
  • Herausgeber: GreyNet International
  • Sprache: Englisch
19:18 GreyNet International Englisch 2018

How open access policies affect access to grey literature in university digital repositories: A case study of iSchools

Problem/Goal: An issue of interest to library and information science (“LIS”) scholars and practitioners is how open access policies can affect the access and use of grey literature in university digital repositories. Open access (“OA”) refers to research placed online free from all price barriers and from most permission barriers (Suber, 2015), allowing unfettered access to scholarship and promoting open scholarly communication (Banach, 2011; Eysenbach, 2006). OA may apply research published traditionally, such as books (Schwartz, 2012) and academic articles (Suber, 2015), and published non-traditionally (i.e., grey literature), such as student electronic theses and dissertations (Schöpfel & Prost, 2013; Schöpfel & Lipinski, 2012). The treatment of grey literature in university digital repositories is of particular import due to “the ephemeral and changing nature of grey publication types, editions, and formats” (Rucinski, 2015, p. 548; see Farace & Schöpfel, 2010). The access and use of grey literature in these repositories is often executed through an OA policy. There is a gap in the literature, however, regarding best practices for drafting and implementing OA policies that promote unfettered access to grey literature. Research Method/Procedure: This paper analyzes OA policies from a sample of U.S. iSchools, created by cross-referencing the iSchool Directory (iSchools, 2014) with the top twenty-five best LIS programs ranked by U.S. News and World Reports (U.S. News, 2017). Initial analysis shows that of the twenty-two iSchools in the sample, all schools have university digital repositories but only fifteen have OA policies. The project maps these policies against variables drawn from the benchmark for open scholarly communication, the Harvard Open Access Project’s Good Practices for University Open-Access Policies (Shieber & Suber, 2017; 2015; 2013; see also Harvard OSC, 2015; Nguyen, 2008). Results: The goal of this paper is to understand how OA policies at university digital repositories affects access to grey literature in an ever-changing information landscape. Based on the analysis of the sampled iSchool OA policies and the Harvard OA policy variables, it recommends best practices for drafting and implementing OA policies that provide unfettered access to grey literature in university digital repositories.
  • Erscheinungsjahr: 2018
  • Herausgeber: GreyNet International
  • Sprache: Englisch
15:27 GreyNet International Englisch 2018

Law, Liability, and Grey Literature: Resolving Issues of Law and Compliance

Grey literature faces a number of unique challenges when facing issues of liability and compliance with local, national, and international law. Conference and symposium proceedings, white papers, reports, newsletters, and other forms of grey literature often do not have the same legal support as journals, monographs, and other, more formal publications. This can create problems of compliance and liability. Grey publications often include works authored, edited, translated, compiled, or otherwise modified by many people affiliated with multiple institutions, sometimes in several countries. In the process of producing and distributing grey literature, its producers may be confused about, or even unaware of, legal issues such as copyright ownership, authors’ and editors’ rights, official affiliation, licensing, and distribution. As a result, grey publications may often be at odds with local, national, and international laws and regulations. This in turn may have the unfortunate and unintended consequence of making the producers of grey literature legally liable for damages. This paper proposes a model for identifying potential legal problems, obtaining proper legal counsel, and limiting liability for authors, editors, and distributors of grey literature. Like other publications, grey literature exists within multiple systems of law and regulation. These systems may include institutional policies and regulations, laws at every level, and the formal and informal networks of researchers, authors, editors, distributors, and others affiliated with grey publications. This paper presents a model based on systems theory to approach the problem. The model offers practical means by which producers of grey literature can identify and address these issues before they become problems, and thus minimize noncompliance and avoid liability. The resources necessary for implementing this model are usually minimal. The primary expense may be the use of human resources affiliated with sponsoring institutions. This may include administrators, legal counsel, and other personnel not directly involved with the production of grey literature. Other resources, such as Creative Commons licenses, are available at no cost. The model presents a means of identifying and budgeting for costs that are unavoidable. The result of implementing the model will be publication of grey literature that is in compliance with local, national, and international law, as well as with institutional policies and regulations. This will minimize or eliminate liability for violation of such laws and regulations by researchers.
  • Erscheinungsjahr: 2018
  • Herausgeber: GreyNet International
  • Sprache: Englisch
15:46 GreyNet International Englisch 2018

Data Papers are Witness to Trusted Resources in Grey Literature: Driving Access to Data thru Public Awareness

In 2011, GreyNet embarked on an Enhanced Publications Project with DANS, Data Archiving and Networked Services in an effort to circumvent the data versus document camps entrenched in grey literature communities. The results of that two year project served to incorporate in GreyNet’s workflow the acquisition, indexing, and linking of research data with their full-text and accompanying metadata. Recently, GreyNet discussed with a data management librarian from UFL, University of Florida a proposed follow-up project dealing with data papers – a new document type within grey literature. Data papers are defined as scholarly publications of a searchable metadata document describing a particular online accessible dataset or a group of datasets published in accordance to standard academic practices. As such, data papers represent a scholarly communication approach to data sharing. The outcome of that discussion has led to the formation of a project team with the twofold purpose of producing and publishing a set of data papers originating in the field of grey literature, and in so doing raise awareness to this new document type by demonstrating its value for library and information science. The method of approach includes the construction of an online standardized template that encompasses a data paper, defining the population asked to complete the template, instruction and further contact with the authors/researchers during the course of the project, along with an analysis of the results. While there are no direct costs associated with this project, each of the partners is committed to allocate human and material resources needed to carry out their related tasks. The anticipated outcome of the project would provide a tested template that could be used by other grey literature communities in the production of data papers. It would demonstrate how OA, DSA and FAIR principles are implemented and reinforced via data papers. And, it would further provide examples of how data citations can generate trusted bibliographic references.
  • Erscheinungsjahr: 2018
  • Herausgeber: GreyNet International
  • Sprache: Englisch
15:35 GreyNet International Englisch 2018

Impact of Emerging Information Technologies on Grey Literature

This paper reviews the emerging information technology (IT) trends and their potential impact on grey literature. Analysis will be done based on reports related to 2017 and issued by five leading international consulting and service companies with a special interest in researching the impact of IT on business environments, work procedures and behaviours. In addition, public awareness of the published reports expressed through pertinent comments left on the LinkedIn social network will be examined. After reviewing the IT trends elaborated in the reports, as well as the LinkedIn comments, an attempt will be made to identify and aggregate the common trends that have the highest potential for defining and impacting the digital future of information management, more specifically that of grey literature. Each of the most common IT trends identified will be studied and elaborated individually, taking into consideration its direct impact on the creation, processing, dissemination and use of grey literature. Information technology has become a driving force for change, innovation and improvements by offering powerful tools to further the digitization of our work processes and the services we offer, as well as the creation, distribution and use of information products such as grey and other literature. The emerging new digital information environment has the potential to affect all aspects of our work, the way we relate to our clients and customers, and the world around us. In order to meet expectations and benefit from this challenging opportunity, information managers need to be cognizant of new IT trends and the possibilities they offer in order to define the best strategies and action plans for their successful implementation.
  • Erscheinungsjahr: 2018
  • Herausgeber: GreyNet International
  • Sprache: Englisch
16:37 GreyNet International Englisch 2018

The Incorporation of Grey Literature into a newly formalized Research Services Program

The ultimate goal of this project is to increase knowledge and use of grey literature resources amongst the librarians and patrons of a health sciences library at an academic medical center. Up until now, librarians at Dahlgren Memorial Library (DML) have informally and inconsistently introduced the concept of grey literature to the students, faculty, and researchers at Georgetown University Medical Campus and to the clinicians and nurses at MedStar Georgetown University Hospital. The topic of grey literature may be tangentially referenced to in research consultations or workshops, and our online resource guide on this topic has yet to receive steady traffic. Moreover, we do not have marketing materials in place to help promote the use of grey literature, nor a system to track our interactions when we discuss it with our patrons. In sum, we have had a passive approach regarding the teaching of grey literature and we want to transition to a proactive approach by officially incorporating it into our services and our librarians’ repertoire of knowledge. This year, through a newly redesigned librarian position, we are formalizing a new research services program that will highlight different ways librarians can promote usage of grey literature, primarily during the initial stages of the research life cycle. Beginning with a background literature search and an environmental scan of all Association of American Medical Colleges library websites, we seek to learn how other health sciences libraries promote grey literature and whether it is incorporated into their research and education services. We have sought out webinars that focus on grey literature to build our foundation and have attended multidisciplinary conferences such as GL18 in New York City. To help realize our goal, we will offer a series of continuing education workshops for librarians on grey literature, both the topic and the means to locate it. We will introduce a research worksheet that contains a dedicated section for grey literature so librarians and patrons are consistently prompted to consider the use of these resources. In order to help promote and market grey literature, we will reach out to departments and committees to raise awareness of how our librarians can assist with their research goals. We wish to build upon our already strong integration in some academic programs such as the Medical School’s Medical Education Research Scholars track and the Department of Physiology’s Complementary and Alternative Medicine program. Lastly, we intend to capture librarian usage of grey literature resources and statistics using LibInsight.
  • Erscheinungsjahr: 2018
  • Herausgeber: GreyNet International
  • Sprache: Englisch
09:47 GreyNet International Englisch 2018

Video is the new Grey

Conference reports and conference proceedings are a crucial source of information as they document the current state of research in a scientific community. Moreover, these documents are mostly grey literature. However, in addition to printed conference proceedings, it is becoming more and more common practice to record and subsequently publish conference talks. As such, these videos are also an important element of contemporary scientific outputs and thus part of the cultural heritage. However, no sustainable standard has yet been established for handling these documents. Essentially, all of these videos are either published on commercial platforms like YouTube or Vimeo, on the conference webpage or not at all. Therefore, they are truly grey material. While libraries have well-established procedures for collecting textual conference reports as part of the grey literature, comparable procedures for audio-visual conference recordings have not yet been established. On the other hand, according to the Meeting & EventBarometer 2016, more than half of the hosts and organizers express a need for action in setting up virtual platforms that complement the real life event. Against this backdrop, we conducted an analysis of the needs and demands of conference hosts, organizers and service providers regarding audiovisual recordings. Qualitative interviews were conducted among 30 respondents to find out how widespread conference recordings are in engineering and the natural sciences. Furthermore, we wanted to obtain information on the use of these materials and about potential needs for support. In this paper we present the results of the interviews. Almost half (47%) of the respondents stated that they already produced conference recordings (40%) or are planning to do so in the future (7%). The most common publishing platforms are the conference website (92%) and YouTube (46%). The most important aspects during video production and publication are rapid, cost-efficient and simple procedures, while after publication visibility and sustainability of the material are the most important concerns. The results of this study will be used to improve the workflows and services offered in the TIB AV-Portal, a web-based platform for quality-tested scientific videos such as conference recordings.
  • Erscheinungsjahr: 2018
  • Herausgeber: GreyNet International
  • Sprache: Englisch
13:29 GreyNet International Englisch 2018

D4Humanities: Deposit of Dissertation Data in Social Sciences & Humanities – A Project in Digital Humanities

Problem/goal: Following our work on research data and electronic theses and dissertations since 2013, we conduct a new research project in 2017 and 2018 with three objectives – develop the research data management and stewardship on our campus, gain better insight in the nature of research data in social sciences and humanities and produce empirical evidence on the development of dissertations. Research method/procedure: We will present the preliminary results from our research project D4Humanities. Anticipated results: The project D4Humanities is part of the Digital Humanities - how to enable the exploration of research data in social sciences and humanities (textual or oral corpus, raw data, images ...) with digital technologies (text and data mining, mapping, visualization ...) to build a new meaning? It is a continuation of the recent research of the GERIICO laboratory and its partners at the University of Lille Humanities and Social Sciences (academic library, SSH graduate school, digitization centre ANRT...) with the objective of accelerating the research data management project in particular for PhD students and young researchers, and of fostering the preparation of an international research project. In particular, the project contains three components: 1. Qualitative survey on behaviours and knowledge in the field of research data with 50 scientists from the University of Lille Social Sciences and Humanities, with a special focus on the FAIR guiding principles of scientific data management and stewardship. 2. The creation of a workflow for the submission of research data related to PhD dissertations (deposit, preservation and dissemination of data via the Nakala service TGIR Huma-Num) 3. Two conceptual studies on the definition and typology of research data in SSH and on the development of dissertations in the environment of eScience and Open Science (content, format, structure, requirements). The project is conducted with the ISN Oldenburg and other international partners; it will facilitate the creation of a consortium and the elaboration of a larger research project in Digital humanities on the PhD dissertations of the future, with European funding (H2020) or French-German funding (ANR / DFG). Practical implications: Model for other universities; better understanding of research data in SSH and of the development of dissertations. Related costs: The project receives funding (€25,000) from the European Institute of Social Sciences and Humanities (MESHS Lille) and from the Regional Government (Conseil Régional Hauts-de-France).
  • Erscheinungsjahr: 2018
  • Herausgeber: GreyNet International
  • Sprache: Englisch
16:01 GreyNet International Englisch 2018

Social Media Matters: Showing Up Online as Well as Ontime

Celebrating twenty-five years of acquiring, organizing and preserving grey literature in light of all the changes in publishing and information distribution gives us reason to highlight and parse communication technologies and methods. The organizational structure, emphasis on visualization and data, new applications of artificial intelligence, instant communication, and the convergence of technique with practice offers a lens in which to assess how social media has evolved. This suggests how opinions from certain sources matter as does the reshaping of consumer preferences that often dictate unexpected outcomes. Applications for business transactions, crowdsourcing, social learning, community building and flash mobs each attract different populations motivated by a range of goals. Matching these goals with appropriate social media conduits is the focus our work. Social media today has demonstrated that eMail has given way to shorter and faster methods of communication such as text-messaging, tweeting and using any number of mobile apps to distill and manage one’s inbox. The changes in communication strategies indicate that the level of expectations is reduced and challenges the retention of these transcripts for future needs. Generational differences and practices are studied by social and information scientists interested in the implication of how data elements in social media have proliferated and beg the question of whether they need to be managed, archived and preserved by whom and for how long. We also explore the changing values of social media. In this milieu of data reuse and repurposing, the multiple channels of social media are challenged to determine maximum efficiencies for alternative solutions in business and daily life. The unintended consequences of social media misuse are increasingly concerning in the wake of false reporting leading to fake news in our perceptions of creating a more evidencebased and transparent society. Whether social media drives marketing or vice versa is ultimately what determines the prominence of greyness remains central to these queries. Methods of engagement and interaction vary depending on the form of social media and the capacity to channel different data points such as images and photos, opinions, preferences, promoting a brand or selfanalysis. This paper explores how “the reach” to target audiences has become central to the goals of accomplishing business and social transactions and what the implications are for long term learning, commerce and communication effectiveness, a sustained reliance on social media and what the significance is for retaining trusted content in a variety of environments that currently emphasize living in the moment.
  • Erscheinungsjahr: 2018
  • Herausgeber: GreyNet International
  • Sprache: Englisch
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