Presentation by Morag Greig at UKCORR (United Kingdom Council of Research Repositories) Meeting in August 2009

1. Enlighten: integrating a repository with University
systems and processes
Morag Greig
Advocacy Manager- Enlighten
University of Glasgow
UKCoRR meeting
14/08/09

2. Background
• Mature and well established institutional repository service
at Glasgow (2001-)
• A hybrid repository with over 5500 records for published
research outputs (>2100 full text)
• Publications policy approved by University Senate in June
2008 (‘mandate’)
• Policy established Enlighten as both the institutional
repository AND the central publications database
• Key Library engagement and participation in the RAE and
the REF Pilot
• Strong relationships between the Library’s repository
managers and the University academic community and
research office
• Recognition that the repository cannot exist as a
disconnected data silo

3. Aims
• To develop a comprehensive central
publications database (2001-) across the
University
• To develop deposit procedures that will
enable departments to provide publications
data on a regular and ongoing basis
• To encourage all staff to comply with the
Publications Policy and to deposit full text
• To join up systems and processes so that
deposit is easy and data can be re-used for
many purposes

4. Initial visits to departments
• Initial meetings with
Heads of
departments/research
champions
• Establish current
procedures for
collecting publications
data
• Establish how best the
department can engage
with Enlighten

5. Multiple sources of publications data and update schedules
Reference Manager
EndNote
Word files
Access
In-house databases
Web pages
Monthly
Bi-annually
Rarely!

6. Deposit options
Self-deposit (two
departments)
Mediated
– some
large
faculties
Proxy – most
small to medium
sized
departments

7. Training for administrative staff

8. Enlighten deposit manual

9. Further visits to departments
• Presentations at
departmental meetings,
including
demonstrations and
time for questions –
addressing issues, e.g.
versions, permissions
etc.
• Presentations at
Faculty level research
meetings
• Presentations are
ongoing

10. Data back filling
• Data being added for publications back to
2001
• Some data being entered manually (extra
staff trained to do this)
• Bulk of data being imported from REF
databases (records will require some details
to be added)
• Staff numbers being added retrospectively to
older records in Enlighten

11. Repository enhancements
• HR database – staff numbers (in place)
• Single sign-on (institutional integration)
• Statistics
• Reporting
• Automated publications lists (institutional
integration with content management
system)
• Two way link-ups with the research system
(institutional integration)
• Deposit alerts
• More granular editorial roles etc.

12. Automated publications lists

13. Integration with research systems
• Two way links between Enlighten and the
Research System (auto-complete and look-
up features)
• Automated alerts from the Research System
which highlight to researchers that they must
deposit their papers in an appropriate
repository, in line with their grant conditions
• Reports showing Projects/Funders and
associated publications

14. Key elements for success
• Relationships
Strong relationships between repository managers
and staff at all levels are vital in supporting the deposit
of content.
• Systems and Processes
Technical and administrative processes needed to
join-up the existing elements of the research lifecycle
which will facilitate the ease of deposit.
• Policies
Management and monitoring of both the University’s
Publication Policy and those of our funders to ensure
compliance.