Quick Informal Speel About EPrints Open Access

eprints oa test

Report from Workshop September 2015


Our workshop report is coming soon.   Apologies. We’ve been busy with various reporting requirements.

Update with link to  a lovely summary provided by Barry Hall, Sunderland:


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Please do get in touch if you have a burning question.





RCUK Open Access Reporting

Universities have been busy submitting their Open Access reports to RCUK.

The guidance may have been interepreted a bit differently across organisations and it will be useful to discuss how we clarify requirements and standardise offerings for similar future exercises.

We have set our systems up to capture all of the data required and export in the Jisc format so in future should be able to report APC related to a specific article more easily.    We did not want to change how we collated the data mid-reporting year but from 1st August 2015 costs are being added direct to our EPrints system and not to a seperate spreadsheet.

I like this blog post http://wwwf.imperial.ac.uk/blog/openaccess/2015/10/30/imperial-college-london-201415-rcuk-open-access-report/#comment-11349

Summary Glasgow available here http://eprints.gla.ac.uk/111777.  We have removed the APC data tab as the file we provided includes details of some as yet unpublished papers and we didn’t want to spend the time filtering out embargoed metadata for public view.  It will flow via Jisc to inform the wider open access analysis and we would be happy to share a sub-set of the information if there is a use for that outwith the Jisc analysis.  It would not be time consuming – just pressing on with a number of deadlines at present.

REF Testing

Just been notifed that beta testing for the EPrints plug-in has been sent to the test volunteers.  We have till end November to do some testing and provide feedback.  Really looking forward to having a go at this – after 6th November due to various open access and other reporting deadlines looming….

REF Open Access Functionality for EPrints coming soon – yipee



Capturing and Reporting Open Access Metadata in Hydra/Fedora

One of the deliverables of the End to End Open Access project is ‘Capturing and Reporting Open Access Metadata in Hydra Fedora’, which Lancaster University have been working on over the past couple of months. We are no longer working on incorporating Open Access metadata in Hydra, primarily because this is the focus of the HHuLOA project and there is no point in replicating the same effort. Instead, we will demonstrate the same for Fedora (specifically for Fedora 4), providing a more open way of incorporating Open Access metadata directly in Fedora. This will provide guidance to institutions who want to deploy Fedora as a publications repository to be compliant with Open Access requirements.

One of the key requirements for any repository to be Open Access compliant, at the minimum, is supporting RIOXX. RIOXX is still quite new to many institutions and also to vendors of repositories and CRIS systems (e.g. Pure from Elsevier at this time does not support full RIOXX compliance). At the same time, many institutions are also conflicted with the complicated setup of a Fedora repository and the perceived complications of customising Fedora to incorporate Open Access compliance. The work, undertaken at Lancaster, is to show that it is technically possible to incorporate RIOXX compliance in Fedora, especially as Fedora stands Out of the Box (OOTB). This is to ensure that customers who are experimenting with Fedora can straight away understand how to add custom metadata fields and use these fields to further report on OA compliance.

A full case study will be delivered on this in the upcoming months. We will be concentrating on the Journal Article type, picking up some real examples from Lancaster University publications repository and show casing how RIOXX application profile can be implemented for these journal articles. For details, please stay tuned.

Open Access and the Research Excellence Framework workshop

The Open Access and the Research Excellence Framework workshop ran on September 10th and was very well attended. A report on the workshop will be coming soon.
In the meantime, here’s a summary of the day from Barry Hall at Sunderland:
Barry is also part of a Pathfinder project with Northumbria, looking at optimising resources to develop a strategic approach to Open Access.

Project Update

Key Recent Activities Summary


Screenshot from University of Glasgow live comprehensive open access functionality – EPrints


  • University of Glasgow comprehensive open access management live in EPrints March 2015
  • RCUK functionality bearing fruit as more records are indicating compliance
  • EPrints OA code shared for community comment and improvement https://github.com/eprintsug/OpenAccess
  • Metadata and system demos discussions and presentations at a variety of fora including Repository Fringe, UKCoRR members day, ARMA Annual Conference, and EPrints UK User Group.
  • Liaising with Jisc representatives on standard reporting.  We tested our export from EPrints and Jisc verified that it fits the requirements for reporting via their spreadsheet for Charities Open Access Fund, RCUK, and Jisc Article Processing Charge analysis.  Jisc amended their guidance on the reporting to include system exports to the format as an option based on our suggestion and giving our case as an example. https://www.jisc-collections.ac.uk/Jisc-Monitor/APC-data-collection/Jisc-APC-template-FAQ/
  • Due to popular demand further REF workshop was held on 10th September.  Early feedback has been extremely positive and the report will be released on this blog soon.
  • The first part of the CASRAI UK Open Access standard profile was released for comment in July.  This focuses on payments information. http://e2eoa.org/2015/07/27/open-access-metadata-profile-for-costs-read-and-comment-now/
  • Within and across our teams, and beyond, we have had process reviews and improved our open access support and efficiency based on best practice.  Green case estimate including triage, processing and closure Aug 2014 ranged 35-45 minsutes now down to 30-40 mins.  Gold August 2014 60-90 minutes down to 45-60 minutes per case.  At Lancaster overall times have reduced though the actually processing of articles once green has been identified as the route o takes longer because additional central work is required now that authors self deposit.   E.g. http://e2eoa.org/2015/04/10/improved-processes-for-open-access-at-lancaster-university/
  • Project outputs can be found at http://e2eoa.org/e2e-deliverables/

Lessons Learned

  • Stick to SMART objectives – there are a lot of things over which we have no control or even influence.
  • Press forcefully for information as to what other initiatives are doing and timeframes to try and reduce duplication of effort and save tax payer’s money.
  • Communicate, communicate, communicate.  No matter how many times and channels it is never enough.

Points for Discussion

  • How can we better communicate as a community instead of re-inventing the wheel?  Is there one central discussion forum or social space where key initiatives are outlined and we can see who is developing solutions across the stakeholders?  We all seem to be repeating the infomation gathering and analysis – or sometimes missing infomation because we cannot find it.

What’s Next?

  • Report from the 10th September workshop on Open Access and the REF will be available on this blog in the next few weeks.
  • Case studies on implementing Open Access in EPrints and Fedora drafts released early hopefully by end January 2016 with final versions due April 2016.
  • Encourage EPrints users to work together on the Open Access plug-in which is available at https://github.com/eprintsug/OpenAccess with view to others adopting it.  We have some sites looking at this.
  • Working on additional open access reporting – EPrints reports and visualisations.  We are currently working with a site in Germany with whom we have exchanged code.  Please contact michael.eadie@glasgow.ac.uk if you are interested in working together on the OA EPrints code including the reports or simply want to take what we have and plug it in but need some help.
  • Additional standard metadata explanations released for discussion via CASRAI UK Open Access working group.


UKCoRR Members Meeting

The UKcoRR members meeting took place in Glasgow on Friday.

There was some very useful updates on REF open access requirements, and Jisc tools and services, and we showed attendees the open access functionality we have live in EPrints at Glasgow.

Very useful to have these fora for sharing information.

EPrints Open Access

We add all the info we need re open access direct to EPrints.

We are increasing the number of RCUK compliant records:

rcuk compliance

Example of a finance record within Enlighten (data from our finance system)

open access finances

We also asked Jisc to update their FAQ on the open access spreadsheet recommended for Charities and RCUK reporting to note that extracts from systems could be used https://www.jisc-collections.ac.uk/Jisc-Monitor/APC-data-collection/Jisc-APC-template-FAQ/  As noted previously we have tested an extract from EPrints and are happy to share what we have done.  We will be using this to report to RCUK this autumn.