Integration of the Activity Research Database and the Institutional Repository at Carlos III University
of Madrid
Teresa Malo de MolinaHead Librarian
Universidad Carlos III de Madrid
Baseline
At the beginning of this project there were two separate Databases
• It is a module of the integrated It is a module of the integrated research management systemresearch management system (IAI-Universitas (IAI-Universitas XXI XXI Investigación)Investigación)
• Institutional Repository Institutional Repository (Using DSpace)(Using DSpace)
• Managed by the LibraryManaged by the Library• Activity Research Database Activity Research Database managed by the Research managed by the Research ServiceService
Baseline: Activity Research Database
Database of researchers and research at UC3MDatabase of researchers and research at UC3M
It contains research projects, articles in scientific It contains research projects, articles in scientific journals, books, book chapters, conferences, working journals, books, book chapters, conferences, working papers, theses, patents, mobility of researchers, etcpapers, theses, patents, mobility of researchers, etc..
Two ways to upload information: the researchers Two ways to upload information: the researchers themselves and the administrative secretariats of the themselves and the administrative secretariats of the
departmentsdepartments
From the information contained in the database only a From the information contained in the database only a "formal" review was done, it was not validated"formal" review was done, it was not validatedA
ctiv
ity R
esea
rch
Dat
abas
eA
ctiv
ity R
esea
rch
Dat
abas
e
Baseline: Institutional Repository
Institutional Repository of the UniversityInstitutional Repository of the University
It contains articles in scientific journals, books, book It contains articles in scientific journals, books, book chapters, conferences, working papers, theses ..., with chapters, conferences, working papers, theses ..., with
the authorization of the author and holders of the the authorization of the author and holders of the exploitation rightsexploitation rights
Two ways to upload information: the researchers Two ways to upload information: the researchers themselves and the librariansthemselves and the librarians
Librarians review all the information contained in the Librarians review all the information contained in the systemsystemIn
stitu
tiona
l Rep
osito
ryIn
stitu
tiona
l Rep
osito
ry
Some Problems Identified
Double Double entry of entry of
DataData
Review of Review of information information only in one only in one applicationapplication
Two Two applications of applications of the University the University
with with mismatched mismatched informationinformation
What have we done?
Integrated System: Activity Research Integrated System: Activity Research DataBase/Institutional RepositoryDataBase/Institutional Repository
One way SystemOne way SystemIAI E-archivoIAI E-archivo
What have we done?
• A field is added to the Activity Research Database to include the A field is added to the Activity Research Database to include the URIs generated by the Open Archive for persistent linksURIs generated by the Open Archive for persistent links
• The Activity Research Database is adapted to lock the publication The Activity Research Database is adapted to lock the publication when the library has validated itwhen the library has validated it
• The Activity Research Database is adapted to allow researchers to The Activity Research Database is adapted to allow researchers to accept the licenses and load the full text of the publicationaccept the licenses and load the full text of the publication
Integration of the two Databases
Loads informationin Research Activity
Database
Includes full text file andaccepts licenses
Library validates the publication and
locks its modification
The librarian activates publication
in the Institutional Repository
The information is completed in the
Institutional Repository
RESEARCHERRESEARCHER
LIBRARYLIBRARYWarning on the portal:
validated activityand cannot be modified
The URI from the Institutional Repository passes to the
Research Activity Database
Notifies Libraryof new activity to
be reviewed
Technical Support
Because integration requires the creation of new fields Because integration requires the creation of new fields in the Research Activity Databasein the Research Activity Database
Because developments that are made for integration Because developments that are made for integration should be maintained in future versions of the should be maintained in future versions of the
Integrated Research SystemIntegrated Research System
Because it provides technological support for the Because it provides technological support for the Institutional RepositoryInstitutional Repository
Because it has experience in integration of research Because it has experience in integration of research management systems and institutional repositories in management systems and institutional repositories in
other universitiesother universities
We have had two technological partners
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
Validation of publications in Research Validation of publications in Research Activity DatabaseActivity Database
In July 2011 the library started to In July 2011 the library started to validate the publicationsvalidate the publications
Now, some years later…Now, some years later…
First Outcomes
Total records in the Institutional Repository (eArchivo): Total records in the Institutional Repository (eArchivo): 18.603 (2015-10-29)18.603 (2015-10-29)
(Scientific Papers, Academic Papers, Ancient Books, Institutional documentation, etc.)(Scientific Papers, Academic Papers, Ancient Books, Institutional documentation, etc.)
Scientific Papers: 11.210Scientific Papers: 11.210Records of journals published by UC3M: 2.415Records of journals published by UC3M: 2.415
Records by Year2011 95
2012 102
2013 229
2014 559
2015 615
TOTAL 1.595
First Outcomes
Records exported from the Academic Research Database (IAI)Records exported from the Academic Research Database (IAI)
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 Web pages are automatically created with bibliographical references of the books, book chapters, articles, and conference references of the books, book chapters, articles, and conference papers published by research groups, departments, institutes and papers published by research groups, departments, institutes and individual researchers that they can link to wherever they want individual researchers that they can link to wherever they want
Information about projects in which the researchers are Information about projects in which the researchers are involvedinvolved has been transferred to their curricula vitaehas been transferred to their curricula vitae
Thank Thank you!you!