Institutional Ｒepository in Japan“Standing on the Shoulders of Digital Giants”
International Symposium on Institutional Repositories,
e-Science and the Future of Scholarly Communication
Session 3: The Challenge of Digital Resources forHigher Education

Yoshito Itoh(Director of the Nagoya Univ. Library)1

No university with no institutional
repository can bear social
accountability
An institutional repository will be“must-have” like a university
website today2

1Outline
1. The present of institutional repositories inJapan

 Governmental policy on scholarly information
infrastructure Activities of university libraries Cyberscience infrastructure
2. Current situation of NAGOYA Repository
 Place within Nagoya University
 Collaboration with in-campus organizations
 Marketing activities and problems
 Researcher Community Interuniversity collaboration
3Policies for scholarly information infrastructure
Mar 2002

１

Digital research infrastructure WS, Information science andtechnology panel,Committee of research plan and evaluation, Science Council MEXT

On enhancement of infrastructure for scholarly
information (Summary)
Improvement of dissemination of scholarly
information functionality of universities
Urgent need for mechanism of systematicallydissemination scholarly information with a view to directly
get university’s research results to the population
42

Policies for scholarly information infrastructure
Mar 2002

Mar 2006

2

Scholarly information infrastructure WG
Research environmental panel,Committee of science, Science Council MEXT

Future developments for scholarly information
infrastructure (Report)
Promotion of institutional repositories andscholarly dissemination from universities
Universities as the most resourceful research institutions
must put stress on active dissemination of their research
results in respect of both enhancing research andeducation activities and improving scholarly
communication and contribution to society
5Policies for scholarly information infrastructure
Mar 2002

Mar 2006

３

Scholarly information infrastructure WG
Research environmental panel,Committee of Science, Science Council MEXT

Future developments for scholarly
communication（４）Approaches to open access
Promote institutional repositories in research orientedinstitutions as new means of scholarly communication
shall be encouraged in collaboration with scholarly
societies in view of strengthening not only better scholarly
dissemination but improved institutional repository63

Governmental policy on scholarly
information infrastructure ４Mar 2002

Mar 2006

March 28 2006 Cabinet approval

Science and Technology Basic Plan, 3rd Term

Improvement of research information
Infrastructure
Encourage digital archiving of scholarly journals fordisseminating of research information as assets of thecountry.
Disirably, articles published for the purpose of making
research from public funding public must be available online for free after a certain embargo period.
7

Activities of university libraries １
 New trends of digital libraries
 interface among information sources and users
with a high additional value
WG of committee on advanced information libraries, JANUL(May 2003)

 Enhancement of dissemination of in-campus
information via institutional repositories
 Institutional repositories are to be implemented
mainly in university libraries in order tostrength the information dissemination functionof universities
84

Activities of university libraries ２ An implementation of institutional
repository software June 2004-March 2005 (NII) Purpose
Accumulate experiences on implementation andoperation of IR via research on existing
institutional repositories and experimental
operation of IR software 6 Partners
Hokkaido University, Chiba University, TokyoUniversity, Tokyo Gakugei University, Nagoya
University, and Kyushu University
9Next generation content infrastructure
Social contributionInternationalcontribution

Scholarly community

Dissemination
CSI（Cyber Science Infrastructure）
Network ＋ Contents ＋ research alliance
Scholarly contents

NIIUniversities
Academic activities

Digital repositories

Accumulation Book and journalofArticles
achievements

partnership

NII-REONII-ELS

KAKEN

CAT

Springer,
OUP etc

JournalarticlesReports ofGrant-in-aid
research

Book andjournal
Indices

Activation

Collaboration

Dissertation
Project reports
Educational material
PatentSoftware
Scientific DB
Cultural asset DB etc

Assurance
Joint introduction of library consortium and NII

Academicpublishers
publishers
AcademicDigitization

Academicsocieties
societies
AcademicCrawlingwebweb

harvestingMediaMedia5

Commissioned project 2005
 Partners selected on the basis of pastachievements and concrete planning
concerning institutional repositories Partners （19 universities）
 Hokkaido, Tohoku, Tsukuba, Chiba,Tokyo, TIT, Tokyo Gakugei, Kanazawa,Ｎagoya, Kyoto, Osaka, okayama,Hiroshima, Yamaguchi, Kyushu,Kumamoto, Nagasaki, Waseda, Keio
11

Project extended（2006）
 Basic concepts
 Two goals Nationwide promotion of institutional
repositories
 Innovative research and development
 Two areas of operation
 Area 1（Implementation and operation of
institutional repositories）
 Area 2（Innovative research and development）

 Result of selection process 57 universities are accepted 22 R&D projects approved

126

Repositories in Japan 23 repositories are working (as ofDecember 12)
 http://www.nii.ac.jp/irp/info/list.html
 Hokkaido, Tsukuba, Tokyo, Tokyo
Gakugei, Chiba, Nagoya, Mie, Kanazawa,
Kyoto, Osaka, Kobe, Okayama,Hiroshima, Yamaguchi, Kyushu,Nagasaki, Kumamoto, Keio, Waseda,
Kanto Gakuin, Ritsumeikan APU,
Okinawa Kokusai, JETRO
13Activities in Nagoya University147

Current situation of NAGOYA Repository
 Contents
Journal articles

388 Books

Theses anddissertations

317 materials

Bulletin articles

3,477 materials

Specialcollections

9Conference52Learning

49

29,889 Web resources

1,937

As of Dec 7 2006
15

Usage: NAGOYA Repository
Average 161/day

 Visits(10/1/2006-11/30/2006)

max：294 min：75
11/14(Tue)294

10/7(sat)
75

16

8

Usage: NAGOYA Repository
 Page views(10/1/2006-11/30/2006)

10/24(Tue)
1,712

Average 596/day
max：1,712 min：142

11/18(sat)142

17

Usage: NAGOYA Repository
 Geo Map Overlay

Access from worldwide

189Usage: NAGOYA Repository
70% from Googleor Yahoo Referring source(10/1/2006-11/30/2006)

Google51.54%
yahoo17.77%

19

Usage: NAGOYA Repository
 # of downloads (Feb-Nov 2006)

Total 113,619

FebMar

AprMayJune

JulyAug

SepOct

Nov

Total

Journalarticles

82

150

269

421

416

524

838

806

1,224

2,363

7,093

Theses

397

143

430

3,583

4,838

3,387

3,838

5,148

7,532

28,999Bulletin
articles

147

1,496

5,196

8,638

9,985

5,586

4,782

6,683

7,039

12,422

61,974

Learning
materials

994174

646

1,266

1,934

1,683

1,512

1,867

3,071

12,256

Misc.

5896

159

295

333

277

407

409

481

782

3,297

Total

299

1,933

5,941

10,43015,583

13,159

11,097

13,24815,75926,170113,6192010

Usage: NAGOYA Repository
 # of downloads(Feb-Nov 2006)

Nov 2006
26,17030,00025,00020,000Misc.

15,000

Learning material
Bulletin articles

10,000

ThesisJournal articles

5,000
0

Feb- Mar- Apr- May- Jun- Jul- Aug- Sep- Oct- Nov06 06 06 06 06 0606 06 06 06
21

Usage: NAGOYA Repository
 summary 160 person, 600 page views / day 3.8pages/person on average
 Southeast Asia, north America, andEurope as well as Japan
 More than 70% come via search engines(Google / Yahoo!) More than 10K downloads a month2211

Top-downPlace within Nagoya University
Open to public on Feb 28, 2006

President Hirano of Nagoya University,greeting in symposium (Mar 9, 2006)
24

12

Place within Nagoya University
 President’s greetings, Symposium Institutional repository at Nagoya
University is a university-wide activity todigitally accumulate, preserve, anddisseminate scholarly outputs For content enhancement, not only
collaboration of all departments with theuniversity library, but more importantly,
willingness of researchers to make theirresearch outputs publicly accessible
25

Place within Nagoya University

University-wide operation
 University-wide＝necessary for perpetual stewardship Presidential briefing 2005/11/29
 Board briefing 2005/12/20

26

13

Significance for university■ Emphasize the strength of Nagoya U■ Social Accountability
University-wide operation

NAGOYA
Repository
27

Place within Nagoya University(a big picture)
President
BoardUniversity
Governance
Headquarters

CIO
Information Management
Headquarters

Information
Technology CenterCollabo
rationDepartments

collaborationlibrary
Library studies

Office ofPlanning andEvaluation

collaborationCommittee for Scholarly
Information

Center for Information
Media Studies
28

14

Place within University (Executive level)
President
Board
As a university-wide operation
University Governance Headquarters

University Library
Library studies

CIO
CollaborationInformation
Management
Headquarters

Office ofPlanning andEvaluation29

Tie-up15

Collaboration with in-campus
organizations
University Library
Researcher
Community

Information
Technology Center

NAGOYA Repository
Academic Knowledge FactoryPlanning & Operation

Committee for Scholarly
Information

Contents Building

Departments
Schools
Graduate SchoolsResearch Institutes

・PLUM

collaboration

・Authentication system

Research & Development

Library Studies

Center for Information
Media Studies

Eco-collection Database
Operation

Open Course WareOperation

31

Collaboration with in-campus
organizations
 University Library Studies=System development & Support
 Eco-Collection database AKF: Academic Knowledge Factory32

16Collaboration with in-campus
organizations
 Information Technology Center=System development & support
 PLUM Nagoya Univ. ID system(Authentication)
33

Collaboration with in-campus
organizations
 Center for Information Media Studies=Research and development
 Nagoya University Open Course Ware
LOM＝Learning Object Metadata
NIME（National Institute of MultimediaEducation） LOM
34

17

Collaboration with in-campus
organizations
 The Office of Planning and Evaluation
Nagoya University Profiles of Researchers
Office ofPlanning andEvaluation

LibraryIR

Knowledgebase

Profiles ofResearchers

35

Bottom up

18

Marketing activities
 Departmental briefing

574 faculty members
have attended（19 meetings since 2006.2.1）
 20-30 min before department meeting Explanation by Ｄｉｒｅｃｔｏｒ ｏｆ Ｕｎｉｖｅｒｓｉｔｙ Ｌｉｂｒａｒｙand library staff
 What is institutional repository?
 Significance for university, researchers, andscholarly communication
 Motivation for item registration

 Q and A
37

Marketing activities: Feb-Jul 2006

First

19th
http://ir.nul.nagoya-u.ac.jp/pub/koho/IR_setumeikai.html
38

19Problems
 Researchers understand but few registrations
 Author versions are often lost Nervous on different appearances andcontents
 Con: faculty evaluation

39

Problems
 FAQ
We do not want to have files publicly available if they are different
from published version. Only published versions are research output.
Redundant PDF copies appear. It is not cost effective.
Researchers are professionally trained to find primary information.
Then repositories are for private sectors, not for university
researchers.
It is not cost effective that each university operates an institutionalrepository.
We want to publish our research output as books. We do not want toregister them if institutional repositories work against book-form
publication.
40

20

Researcher community
Initial depositors

 Allow IR deposit of files on personal
webpages.
 Mention to NAGOYA Repository on theirwebsites
 Propose e-submission of theses at
department meetings

41

Researcher community
Allow IR deposit of files on personal webpages.
Thank you for your briefing on institutional repository. The idea
impressed me.
Some PDF of my papers are available on the web server of myoffice.
Please deposit them if there is no problem. I will make links to yourrepository from my website.

4221

Researcher community
Mention to NAGOYA Repository on their websites
Links with handle from the paper list
August 18 (Fri.), 2006
Deposited the following papers with permission of △△ society. Near xxx
xxxxxx xxxx xxxx Annals of the ･･･
http://hdl.handle.net/2237/****
August 16 (Wed.), 2006
Link from my paper list to Nagoya RepositoryAugust 11 (Fri.), 2006
Got a completion notice of Nagoya Repository deposit. They are helpful. They
negotiated with ○○○○.

43

Researcher community
 Forming a community of IR-friendly
researchers to enhance deposits
 Forming a community of hundreds ofresearchers to support IR

44

22

Significance for researchers■ Researchers can disseminate theirown outputs to the world
More access, more visibility
cited 5.6 times more in physics

All outputs of a researchers will become
searchable and accessible
when more data are accumulated

45

Significance for researchers■ University stewards digital files for thenext generation■ Permanent access
URL: http://hdl.handle.net/2237/4377
NAGOYA Repository

Papernumber46

23

Problems Copyright permission
 Too much care of publishers andacademic societies
 Paper list becomes not comprehensive if
some are not permitted
 Time consuming process for permission
 Contacts to coauthors are sometimes
difficult47

Problems
 Publishers and academic societies
Copy-right transfer is common. So publishers and societies are in
charge of permission, not authors.
I published my dissertation as a book this January. It is not polite
to the publisher that I deposit the file to IR. I will consider to deposit
it 3 years later.
IEEE holds the copyrights of papers published by IEEE. I believethat authors can personally distribute a copy, but universities
cannot, since nobody will buy a paper from IEEE. Pleasedoublecheck.
48

24

Copyright policies
 Publishers out of Japan SHERPA
Publisher copyright policies & selfarchiving
http://www.sherpa.ac.uk/romeo.php
 Investigation of copyright policies on thewebsites of publishers and academic
societies
 Hearing if unclear or unable
49

Copyright policies
 Publishers in Japan JANUL IR support website
http://www.tulips.tsukuba.ac.jp/ir/
A quick report on copyright Investigation of copyright policies on thewebsites of publishers and academicsocieties
 Hearing if unclear or unable※intended to enhance clear copyrightdocumentation
50

25

Copyright policies
 Publishers

investigation results

 OK for publishers version
IEEE・AIP・INFOSTA・IPSJ
 Individual permission・・IEICE Under consideration・・NLP・JSPE…
 No reply・・Astronomy
 No permission・・IEE・JSPE
51

Publishers’ attitudes toward IR■ 75％ ofpublishers and
93％ of journals
agree selfarchiving outsideof Japan

ポストプリント（査読後の著者最終稿）の自主保管を認める雑誌

604
7%
2131
25%

プレプリント（査読前の投稿原稿）の自主保管を認める雑誌
5946
68%

RoMEOプロジェクトの調査結果より
http://romeo.eprints.org/stats.php

自主保管を認めない雑誌※ Most permit author version, while somepermit publisher version.

■ Domestic journals: under investigation by JANUL
Many publishers are under considerations■ Self-archiving with author permission only is OK if there is no
documented copyright condition (e.g. proceedings of internationalconferences)5226

Significance in scholarlycommunication■ Commercialistic publishers leadscholarly communications
Researchers shouldplay the main role!

High pricing

Open accessIRIR

Commercial
publisher

ResearcherSocial
based
contribution
communication

A Univ.
IRC Univ.
IR

Sharedresources

B Univ.

D Univ.
53

Problems
 Summary Researchers should sufficiently
understand copyright issues
 Libraries provide and update copyrightinformation
 Libraries negotiate with publishers onbehalf of authors
Objections are better than ignorance5427

Ongoing content collection
 Dissertations submitted to graduate
school of information science Deposit request and agreement form aredistributed at dissertation orientation
 Electric files of dissertations areforwarded to the university library
Graduate School ofInformation ScienceLibrary55

Cooperation

28

Interuniversity collaboration
 CSI operation, area ２：innovative researchand development
 Development of link
resolver ready system
Hokkaido (main)
Tsukuba, Chiba,
Kyushu, Nagoya
57

Inter-university collaboration
 Development of link resolver ready system
AIRway（ Access path to Institutional Resources via linkservers ）More access counts to institutional repositories
More visibility
Metadata standard and system implementation
2006/10/25

AIRway Mailing List>> AIRWay本番用サーバを立ち上げました。
>> http://airway.lib.hokudai.ac.jp/airway/index.jsp>>>> 現在，HUSCAPとNAGOYA Repositoryのデータが入っています。
5829

Inter-university collaboration
 Meetings of IR staff in national universities inTokai area
 Toward collaboration in the area
 Sharing experiences of Nagoya University
NAGOYA Repository Labs. (website)
http://info.nul.nagoya-u.ac.jp/pubwiki/

 CSI operation symposium in Tokai area
1. UPKI 9/22
2. IR 11/8
3. UPKI and grid computing 12/15
59

Top-down

Cooperation

Tie-upBottom up

30