Silviase/jgov_v1.4_full_ann huggingface dataset:
(Types of information to be registered)

The content to be registered in institutional repositories is expected to include the items listed below. It is also important to pay attention to the uniqueness of information and focus efforts on the registration of unique resources owned by individual universities and institutions, as well as resources that are difficult to distribute through other systems.

- Papers that have been published in journals

- Papers published within universities in research bulletins, etc.

- Theses

- Documents for oral presentations at international conferences, etc.

- Technical reports, research results reports

- Research data

- Teaching materials

In particular, promotion of the distribution of research data is likely to gain importance in the future as part of the establishment of knowledge infrastructure. However, as we register research data in institutional repositories, we need to take appropriate measures based on the need to accommodate its enormous data volume, while taking the future innovations in the cloud technology into account. Such measures may include the selection of data to distribute through institutional repositories.

It should also be taken into account that, with some types of content, registering in institutional repositories and receiving a timestamp make clear the timing of the publication of research results, which works to a researcher's advantage, as they can claim the clarity and priority of their own research results.

As universities and other institutions try to enhance and disseminate content in their institutional repositories and help reinforce their presence in Japan and overseas, they should decide what types of content to cover intensively and comprehensively as well as whether they should be open access based on information strategies and improvement policies.

Currently institutional repositories are mainly used in Japan, and the needs and importance are high for Japanese documents in the systems. However, it is preferable to register at least the abstracts and keywords in English, considering that dissemination in English is important for the promotion of international distribution of information regardless of field.

(Registration of theses)

☐ Theses, which are one of the important types of content to be registered in
institutional repositories, are research results of not only the degree recipients but also the graduate programs of the universities conferring the degrees. The needs to access theses are high, as they reflect the latest trends in specialised fields. To further promote the registration of theses in institutional repositories is important also in view of fulfilling the university's responsibilities of returning and explaining research results to society.

## (Promotion of coordination)

With regard to the effects of coordination with institutional repositories, it is conceivably effective to link the repositories with researcher databases of universities as well as the researcher information in JST's J-GLOBAL.

As for GiA, the coordination between KAKEN and institutional repositories is expected to help understand and analyse the results of research supported by GiA.

## (Courses of action for support)

○ National agencies need to encourage academic societies that publish journals without established copyright policies to promptly decide and announce their policies, considering the current situation in which their undefined copyright policies are preventing papers published in their journals from being registered in institutional repositories.

At the same time, it is necessary to enhance services that will help strengthen the information dissemination capacity and operational systems, including the active development of the NII's shared repository, and sophistication and standardisation of the functions of the institutional repository software in order to further improve and more widely establish institutional repositories and to facilitate their use by users.
5. Reinforced Coordination and Cooperation among Institutions Engaged in the Implementation of Programs Designed to Strengthen the Capacity of Scholarly Communication (NII, JST, NDL, and JSPS)

### a. Purposes and Programs of Related Institutions

The National Institute of Informatics (NII), Japan Science and Technology Agency (JST), National Diet Library (NDL), and Japan Society for the Promotion of Science (JSPS) are the related institutions involved in the strengthening of the capacity of scholarly communication. Each of them is implementing support programs according to their own purposes.

In order to efficiently and effectively implement their measures despite limited resources, it is vital to expand and reinforce their programs through promoting the coordination, cooperation, and task sharing among the related institutions, while understanding the content and status of their programs that those related institutions are implementing.

☐ The purposes and the outline of the programs of each related institution for strengthening scholarly communication are as follows:

## [National Institute of Informatics (NII)]

As an inter-university research institute, the National Institute of Informatics supports the promotion of scientific research at universities. NII develops, improves, and operates state-of-the-art infrastructure for scholarly communication in order to facilitate the shared use of equipment and science materials that are useful in the educational and research activities of all the national, public, and private universities.

In cooperation with university libraries, NII implements programs related to scholarly communication, including publications and institutional repositories. [GeNii, CiNii, JAIRO, SPARC Japan, etc.]

## [Japan Science and Technology Agency (JST)]

As a core institution involved in the promotion of science and technology in Japan, the Japan Science and Technology Agency comprehensively promotes the creation of knowledge that brings about innovations in Japan, and returning of research results to society and the general public.

In cooperation with specialised services, JST implements programs related to the distribution and dissemination of diverse science and technology information (articles, researchers, terminologies, patents, etc.). [J-GLOBAL, J-STAGE, Japan Link Center, etc.]

## [National Diet Library (NDL)]

As the only national library in Japan, the National Diet Library exhaustively collects materials published in Japan based on the Legal Deposit System. In addition to the long-term preservation of these materials as cultural assets of the nation, NDL provides services for the Diet, administrative and judicial departments, and the general public, based on its collection.

NDL is working with related institutions in Japan and overseas to expand the
electronic library services. [NDL Search, NDL digital documents, NDL Web Archiving Project, etc.]

[Japan Society for the Promotion of Science (JSPS)]

As Japan's only fund allocation organisation for the promotion of science, the Japan Society for the Promotion of Science aims to promote the distribution of outstanding research results in order to support the promotion and popularisation of scientific research as well as to facilitate international exchange in the field of science.

JSPS implements programs to support the publication of important research results and the creation of databases through Grants-in-Aid for Scientific Research. [Grants-in-Aid for Scientific Research, Grant-in-Aid for Publication of Scientific Research Results (Scientific Periodicals, Scientific Literature, Databases)]

### b. Current Status of Coordination and Cooperation among Related Institutions

(Mutual use of scientific information owned by related institutions and cooperation of integrated search functions)

With regard to scholarly communication, NII, JST, and NDL individually collect information according to their purposes and programs, and each of them have their own search site for accessing the information. (NII: GeNii; JST: J-GLOBAL; NDL: NDL Search)

Since the main target users are different for each institution, they are paying attention to the needs and convenience of the user as they try to enhance the functions of their search site. As they improve their search site, they are reinforcing cooperation so that they can mutually use the information owned by each institution; progress is being made in a desirable direction.

It should also be noted that as more and more documents are digitalised in their entirety, full-text search functions are expected to be enhanced as opposed to conventional document searches based on the metadata (including category, title, keyword) and abstracts of articles. Digitalisation of information as images may require some time because text data cannot be used for it. Nevertheless, it is important to recognise the fact that the full-text search will dramatically increase the searchability of documents.

(Task sharing and cooperation for the digitalisation of journals)

☐ Concerning the strengthening of journals' capacity of international scholarly communication, JSPS, JST, and NII are sharing tasks as they implement their programs for the digitalisation of important journals. JSPS implements grant programs through "Grants-in-Aid for Publication of Scientific Research Results", JST provides a platform for the digital distribution of journals through "J-STAGE", and NII operates as "SPARC Japan" to hold seminars on the promotion of internationalisation, including digitalisation of journals.

(Other)

☐ Progress is being made in the awareness and practices of coordination,
cooperation, and task sharing among the related institutions: NII and NDL share tasks related to unified catalogues for libraries, JST and NII share tasks related to digital collection and preservation of science journals, and JST, NII, and NDL cooperate in the Japan Link Center project to promote the sharing of scientific information, NII supports the establishment of institutional repositories through its own programs, and NDL is involved in digitalisation projects and collection of documents on the internet.

c. Programs to be Promoted through Coordination and Cooperation among Related Institutions

(Assignment of DOIs by Japan Link Center)

☐ In order to facilitate international scholarly communication, it is essential to promote the standardisation of metadata of scientific information and its international coordination under coordination of institutions. Given this, it is considered an urgent task to introduce and start assigning DOI (Digital Object Identifier), which is being established internationally as a method of identifying scientific information.

In April 2012, the Japan Link Center was launched under the leadership of JST with cooperation from other institutions including NII and NDL. The Japan Link Center aims to promote the sharing and utilisation of scientific content by ensuring centralised control over publications and location information that are owned by related institutions in Japan. The organisation is designated as the ninth DOI-assigning institution in the world. It is important to utilise this framework to promptly get the project of assigning DOIs for Japan's scientific information under way.

If it is possible to set up DOIs so that they enable the distinction between the published version of articles and other versions including the author's final draft, there will likely be less resistance towards the registration of author's final drafts in institutional repositories.

(Sophistication of the electronic journal distribution functions through J-STAGE3)

J-STAGE3 was launched in May 2012. The design and user interface were updated, the format of the database was shifted to the international standard (XML), and the submission and review systems were improved. Academic societies have high expectations that it will be able to offer sophisticated functions. Further promotion of electronic journals in Japan and popularisation of the platform in other countries are also important challenges. As a platform for electronic journals developed in Japan, J-STAGE3 is expected to enhance the programs for reinforcing scholarly communication, while continuing to maintain close cooperation with related institutions and the Science Council of Japan.

(Promotion of internationalisation by information sharing through SPARC Japan)

☐ With cooperation from SPARC US and SPARC Europe, NII has been engaged in promotion activities through SPARC Japan in various formats including seminars concerning journal digitalisation, open access, and other useful information in light
of the national and international trends. These activities should be improved, expanded, and widely publicised as they are greatly important as a platform for raising the awareness of academic societies and university libraries and for sharing information.

(Further coordination of data and services among related institutions)

It is obviously important for each related institution to promote the collection and dissemination of content according to their purposes through various measures, such as promoting digitalisation and simplifying procedures. Additionally, it is important that, through the coordination of data and services among related institutions, they achieve "standardisation" of metadata, article identification methods, and author information, along with the reinforcement of the "integrated search function" that facilitates access to more in-depth scientific information, such as the entire text of articles, as well as the enhancement of the "analysis tools and statistics functions" to capture usage data and perform other tasks.
### 6. Other

☐ Concerning the dissemination and sharing of research results, expressions of results and formats of information are more and more diversified; increasingly more data is distributed in non-text, multimedia formats, such as image data and video data. Changes are also seen in electronic journals, such as the accumulation of diagrams and data other than the body of articles, links to external databases, and the use of videos. These changes call for reinforced support for non-text scientific information.

As for paper-based journals, information about the collection status of university libraries across the nation has been jointly established and widely used, but such information for electronic journals has not been shared because of the complicated contract requirements and availability status. It is also necessary to further the continuous collection and analysis of statistics on the availability and usage status of electronic journals at each university library in order to make appropriate contracts according to the user's needs.

Future discussion topics for the Working Group may include the distribution of big data facilitated by academic cloud and other technological innovations, and a discussion of how the scientific information infrastructure should be improved in light of the development and use of a nation-wide knowledge infrastructure.
## Glossary

## DOI

DOI stands for Digital Object Identifier. It is an international identifier assigned to the electronic data of each set of content. A DOI is expressed in a combination of a DOI-prefix, which is unique to each institution, and a DOI-suffix, which specifies individual content, with a slash (/) in between. DOIs can be assigned not only in the unit of a booklet or article but also in more detailed levels such as diagrams and pages.

## DRF

DRF stands for Digital Repository Federation. It is a broad community organisation whose objective is to promote the sharing of information on institutional repositories among universities and research institutions. Commissioned by the National Institute of Informatics (NII), DRF performs activities designed to facilitate international cooperation and information sharing concerning the establishment of institutional repositories and the idea of open access.

JAIRO (Japanese Institutional Repositories Online)

JAIRO is an institutional repository portal operated by the National Institute of Informatics (NII). It collects the metadata of the education and research results information accumulated in institutional repositories in Japan, and provides a search system, as well as statistical information.

JAIRO Cloud (shared repository service)

JAIRO Cloud is a shared repository service for supporting the operation of institutional repositories in which NII provides a system environment for institutions that lack resources for developing and operating their own institutional repository.

J-GLOBAL (JST General Link Center of Basis for All STI)

J-GLOBAL is a comprehensive search site for science and technology information established and operated by the Japan Science and Technology Agency (JST). Through cooperation with specialised databases, J-GLOBAL provides search functions that link together pieces of basic information such as researchers, documents, patents, and universities/research institutions.

J-STAGE (Japan Science and Technology Information Aggregator, Electronic)

J-STAGE is a system established and operated by the Japan Science and Technology Agency (JST) for the purpose of supporting the publication of and access to electronic journals published by academic societies. Starting in fiscal 1999, JST has made available a system necessary for the publication of electronic journals in an effort to support academic societies' information dissemination functions. Academic societies can use the system to publish journals.

KAKEN (Grants-in-Aid for Scientific Research Database)

KAKEN is a database of Grants-in-Aid for Scientific Research operated by the National Institute of Informatics (NII). It provides information about the adopted subjects and results of research conducted through Grants-in-Aid for Scientific
Research, which is granted by the Ministry of Education, Culture, Sports, Science and Technology as well as the Japan Society for the Promotion of Science (JSPS).

## OAlster

OAIster is an institutional repository portal established and operated by OCLC (Online Computer Library Center) based in the U.S. OAIster provides a system in which the metadata of open access electronic resources around the world is collected and made available for search.

## OpenDOAR

OpenDOAR is a directory site for institutional repositories operated by CRC (Centre for Research Communication) at the University of Nottingham in the U.K. It provides progress information on institutional repositories in the world, as well as the basic information about each institutional repository.

## ROAT (Repository Output Assessment Tool)

ROAT is an output assessment system provided through an institutional repository project commissioned by the National Institute of Informatics (NII) and led by Chiba University. It obtains statistics on the access to the content registered in institutional repositories using uniform criteria, and standardises the output indexes.

## SPARC Japan (International Scholarly Communication Initiative)

SPARC Japan is a support program implemented by the National Institute of Informatics (NII), mainly targeting English-text journals in Japan. It has supported the digitalisation of English-text journals in Japan between fiscal years 2003 and 2008. SPARC Japan aims to improve the distribution of scientific information from an international perspective. Cooperating with SPARC US, a program implemented by ARL (Association of Research Libraries) in the U.S. as well as SPARC Europe based in Europe, SPARC Japan performs consulting activities including seminars designed to help create stable business models and improve the capacity to develop international businesses.

## X ML

XML is an acronym for eXtensible Markup Language. It refers to the specifications of document or data description defined by a web standards body called W3C (World Wide Web Consortium). XML is being used for general purposes in the creation of electronic journals and the distribution of metadata in the world. With XML, it is easy to define the semantics and associations of documents or data within articles, and as far as science journals are concerned, XML helps improve the services electronic journals offer, such as search functions and links.

## Archive

In this summary, an archive refers to a data processing system capable of permanently storing electronic documents (printing plates for paper publications that are saved as electronic files, as well as documents that are electronic at the time of creation), or an electronic file that is stored in the data processing system.
## Academic Cloud

Academic cloud refers to a cloud environment that provides researchers at universities and institutions across the nation with convenient online access to a diverse range of scientifically useful resources including data, information, and research documents. It allows researchers to use the latest "data science" approach to obtain scientifically and socially meaningful research results.

## I mpact Factor (IF)

Impact factor is a measure for comparing the journals registered in Thomson Reuters' database using the number of citations to the articles published in each journal. The impact factor of a given journal P in year X is calculated as follows:

(The number of times the articles published in Journal P in Year X-2 and X-1 were cited in Year X)/(The number of articles published in Journal P in Year X-2 and X-1) Impact factor is used as one of the criteria for journals.

## Embargo

In this summary, an embargo refers to a period of time between the publication of a journal and when free access is granted to the entire body of articles (full text) in the journal. Some journals provide open access upon the elapse of an embargo period.

## Open Access

Open access means to make scientific information available and accessible on the internet for free with minimum technical and legal restrictions. Open access is an idea conceived in response to a situation in the 1990's where a steep price increase of journals made scientific information less accessible for researchers, who are the producers of research results. The increasing availability of the internet and electronic documents helped promote the concept of open access.

## Mega Journal

A mega journal is an extremely large-scale open access journal that publishes several thousands to over ten thousand articles annually, covering a wide range of fields and domains in natural science. PLoS ONE published by PLoS (Public Library of Science) is one example. In comparison with conventional journals, mega journals have a simplified peer review process and less strict requirements for publication in order to achieve speedy and efficient distribution of their articles. Priority is given to ex-post assessment based on usage and other factors.

## I nstitutional Repository

An institutional repository is a site on the internet where electronic intellectual products produced at a university or research institution are stored and disseminated generally for free. Researchers' voluntary registration of their papers in institutional repositories leads to reforming the scientific information distribution system. At the same time, institutional repositories play a significant role in the dissemination of education and research results by universities and institutions, self-promotion of individual institutions and researchers, ensuring the fulfilment of social responsibilities of describing educational and research activities, and